Editing sales invoice

In the fireTMS system, you can issue sales invoices related to a load, order or other services not connected to orders. You can also edit or withdraw such invoices. Below are the options for editing invoices where the user is using an automatic invoice numbering format.

1. Sales invoice with the Issued status (Accounting >> Sales >> Issued Invoices)

For an invoice with the highest number (in the given numbering format), you can reverse its issuance by selecting Edit >> Withdraw invoice issuance (last invoice only). This will remove it from the list of issued invoices (it will be moved to the draft invoices list). The document number will be unassigned from the invoice and can be reused for the next issued one. Such an invoice can be deleted from the draft invoices list (Edit >> Delete draft sales invoice) or edited and reissued.

Note! If the invoice draft is accidentally removed from the draft invoices list (generated by the system based on the shipment and order), it can be restored using the option Accounting >> Sales >> New Invoice >> Invoice for load.

If the invoice is not the last in the numbering sequence, it can be edited by choosing Edit >> Edit and re-issue the invoice. After selecting this, the invoice will appear in the list of draft invoices (Accounting >> Sales >> Draft Invoices) with the status New, allowing you to edit selected information. Meanwhile, the list of issued invoices will display a historical entry for the invoice with the status Canceled (Re-issued).

Note! After selecting Edit and re-issue, the invoice number and issuance date cannot be changed — unless the new issuance date falls between the issuance dates of the previous and next invoices. This option can be used for quickly sending an invoice with corrected data.

It is also possible to cancel an invoice using the option Create related document >> Invoice cancellation document. This will cancel the invoice, along with its assigned number. The invoice will be marked with the status Cancelled.

Note! It is possible to reverse the cancellation of an invoice via Edit >> Withdraw Cancellation. As a result, the invoice will receive the status New and will need to be reissued. Its number will remain the same as before the cancellation.

There is also an option to issue a correction invoice via Create related document >> Correction Invoice.

The user has the possibility to issue:

• A partial correction (e.g., increasing or decreasing the amount)

• A full correction to zero. To do this, in the Items on Invoice section, use the Edit option and in the Quantity or Net Price field, enter 0. This will correct the original invoice to zero, and it will be assigned the status Canceled (Zero Correction). 

Note! If the invoice was linked to an order and load, after correcting it to zero, it will be possible to reissue the invoice for the load and order via Accounting >> Sales >> New Invoice >> Invoice for load.

2. Sales invoice with the "Paid" status

To edit an invoice that was incorrectly marked as paid, first go to Accounting >> Payments >> All Payments. Then, find the payment linked to the invoice to be edited and use the Edit option. In the edit view, use the option Cancel >> Edit and re-register, and then in the Data pertaining to payments section, enter 0 in the Paid field. 

After performing this operation, you can return to the invoice and edit it according to the instructions in point 1. After reissuing the invoice, you can go back to the payments (Accounting >> Payments >> All Payments) and mark it as paid again using the Mark Payment option.

It is also possible to issue a correction for a paid invoice (status Paid). For this, you can use the option Create related document >> Correction Invoice. If a zero correction is issued, the payment related to the corrected invoice will automatically be transformed into an outgoing payment with the status Due. In the case of a correction unrelated to the invoice amount, the payment generated for the correction invoice will automatically be marked as Paid.

3. Sales invoice with the Corrected status

If the Correction Invoice option was mistakenly selected, or if the correction needs to be reversed, the correction invoice can be deleted in draft status or its issuance can be reversed. To do this, go to Accounting >> Sales >> Corrective Invoices, find the correction related to the sales invoice, and edit it.

• The option Edit >> Delete draft corrective invoice should be selected if the correction invoice has not yet been assigned a number. The correction invoice draft will then be removed from the correction invoice list, and the regular invoice’s status will return to Issued 

• The option Edit >> Withdraw invoice issuance (only last correction invoice) should be selected if it is the correction with the highest number. The document number will be unassigned from the invoice and can be reassigned to the next issued one. The correction invoice can be deleted from the correction invoice list (Edit >> Delete draft corrective invoice).

It is also possible to cancel the corrective invoice using Create related document >> Corrective invoice cancellation document. This will cancel the corrective invoice, along with its assigned number.

Note! It is possible to reverse the cancellation of a correction invoice using Edit >> Withdraw cancellation. As a result, the correction invoice will receive the status New and will need to be reissued. Its number will remain the same as before the cancellation.

After performing one of the options described above on the correction invoice, it will be possible to edit the original sales invoice.