Correcting an issued invoice

A tax invoice never changes once it is issued. When it is wrong, you reissue it. A new invoice replaces it, and the old one is kept as Superseded.

Who can do this: staff with Generate invoices. The built-in Admin, Store Admin and Cashier roles have it.

Before you start#

• Only an Issued invoice that belongs to an order can be reissued.
• The new invoice is built from the order as it is now. If a detail on the order is wrong, such as the billing address, correct the order first. A cancelled order cannot get a new invoice.

When you need to reissue#

The most common case is an edit that changed an order's total after its tax invoice was issued. The order then shows a warning at the top: "This order's total changed after its invoice was issued. Reissue the invoice before taking more money." The invoice shows an Out of date pill, and Record payment stays greyed out until you reissue.

Steps#

1. Open the order.
2. Press Reissue invoice. You find it in the warning at the top of the order, in the Invoice information section, or in More actions when the invoice is out of date.
3. A dialog asks you to confirm: "A new tax invoice will supersede this one. Both stay on the record, pointing at each other."
4. Press Reissue. The app confirms "Invoice reissued. The previous one is now superseded."

You can also choose Reissue invoice from an invoice's row menu on Orders → Invoices. From the list it happens straight away, without the confirm dialog.

What a reissue does#

• A new invoice is created with a new INV- number. It becomes the order's one live invoice.
• The old invoice becomes Superseded. It is kept for good, and the two point at each other. On the invoice list, the superseded invoice sits folded under its replacement.
• Payments already made carry over to the new invoice.
• The new invoice has not been sent yet. Send it to the customer as its own document.

The whole swap happens in one step, so an order never has two live invoices, or none.

What a reissue is not#

A reissue does not change what was sold or what was paid. To give goods or money back, use a return or a refund. They create their own records.

Troubleshooting#

Related pages#

How invoices work · Refunds · Sharing invoices & payment links