Edit, delete or void an invoice, bill or credit note
You can edit, delete and void sales invoices, bills or credit notes depending on their status and your user role. It'll be clear on each invoice, bill or credit note what you can do with it, but the table below provides a useful overview.
Your user role determines which invoices, bills and credit notes you can see and what you can do with them.
You can edit invoices, bills or credit notes once they have been approved, provided no payment or credit notes have been allocated against them.
Editing by status - summary
|Status||Edit||Delete or void|
|Draft||Yes - any field||Yes - delete|
|Awaiting approval||Yes - any field||Yes - delete|
(excludes pay run invoices)
|Yes - any field if no payments are attached. Partly paid invoices have the same editing restrictions as paid||Yes - void. You can only void invoices or bills if no payments are attached. Otherwise, you'll have to delete the payment first.|
(excludes pay run invoices)
|Yes - certain fields that don't affect the invoice or bill total||No|
View, edit, delete or void invoices, bills & credit notes
Select invoice, bill or credit note
Draft invoice or bill
Invoice or bill
Credited invoice or bill
Draft credit note
|From any tab in Sales or Purchases, select a sales invoice, bill or credit note to open it and edit, delete or void it.|
Find an invoice, bill or credit note by searching all invoices, bills and credit notes from the All tab, or ones of a particular status from the other tabs. You can also sort any list of invoices, bills and credit notes by clicking on any column heading.
Some changes to invoices, bills and credit notes you've entered with a date before your conversion date will require your Accounts Receivable, Accounts Payable or other account conversion balances to be updated.
Depending on your user role, edit any field of a draft, or waiting for approval or payment transaction. You can only edit the account, tracking fields, branding theme, and file attachment of a paid invoice or bill, and the account or tracking fields of a paid credit note.
On an invoice, bill or credit note that's waiting for payment, fields first appear as read only and you can't edit them. If you select Edit from the transaction's Options drop down, all fields become editable.
You can drag and drop the item lines to reorder them.
|Edit any field on unpaid invoices, bills or credit notes|
You can edit any field of a sales invoice, bill or credit note with a status of Draft, Awaiting Approval or Awaiting Payment (if unpaid).
Partly paid Awaiting Payment invoices or bills have the same editing restrictions as fully paid ones.
For Awaiting Payment invoices or credit notes which have already been sent to customers, it may be more appropriate to void or apply a credit note and re-invoice than to make significant changes. You should speak to your accountant or bookkeeper about how they would recommend you deal with these scenarios.
If you do decide to edit an invoice or credit note that you've already sent to your customer, be sure to send them the new one for their records.
When editing an unpaid invoice, bill or credit note, the fields and buttons behave the same as for adding a new one:
If you wish to edit an Awaiting Payment (approved) invoice, bill or credit note, select 'Edit' from the 'Invoice Options', 'Bill Options' or 'Credit Note Options' drop-down to make fields editable. Click 'Update' to save your changes when you are finished.
Editing bills to code them to a Fixed Asset account after they have been approved will not send them to the Draft tab in Fixed Assets: they will need to be added within Accounts > Fixed Assets.
If you wish to make a description-only line out of a line which previously had an account applied to it (on a saved or approved invoice, bill or credit note), we recommend deleting the line and adding a new line for your description.
For more information on editing Draft, Awaiting Approval or Awaiting Payment invoices, bills or credit notes, see the individual Help pages as follows:
Remove the payment recorded first, using Remove & Redo if you need to void the invoice, bill or credit note.
Once the sales invoice, bill or credit note has been returned to Awaiting Payment status with no payments attached, you can void it and re-enter or re-issue it instead. Invoices or bills with payments attached can't be voided until the payments have been removed.
|Editing voided or deleted invoices, bills or credit notes|
Voided and deleted invoices, bills or credit notes
You cannot edit any part of a sales invoice, bill or credit note that has been voided or deleted.
If you are uncertain about changing the account on an invoice, bill or credit note you should void it and re-enter it or ask your accountant or bookkeeper. You (or they) can return at any time to make this change.
Invoice, bill & credit note options
A sales invoice, bill or credit note of any status will have the following options available when editing it – however, some are specific to the status of the invoice, bill or credit note. Make sure you save any changes you've made before expecting these options to work.
Email/Send or Print
On sales invoices or bills in most statuses (not voided or deleted) you can create a PDF to print. Sales invoices can also be emailed. If you've entered a Xero network key received from another Xero organization so that you can send invoices or bills to them, this option will display when the invoice has an Awaiting Payment status.
Invoice or bill options
The range of options presented are determined by the sales invoice or bill status:
Credit note options
The range of options presented are determined by the credit note status:
Click Save or Update (Awaiting Payment invoices, bills and credit notes) to save the sales invoice, bill or credit note with the edited details.
Changes will not be saved and you will be returned to the unchanged sales invoice, bill or credit note.
History & Notes
Enter a note or view the history for the sales invoice, bill or credit note (History & Notes).
You can change the tax code on a Draft or Awaiting Payment invoice, bill or credit note.
In the case of Awaiting Payment invoices or bills, be aware that in changing sales tax, you may be making an impact on sales tax reports which you may have already submitted to your tax authority, or on invoices and credit notes you have already sent to your customer.
You can change the tax code on a Draft or Awaiting Payment sales invoice, bill or credit note.
You can change the tax code on a paid invoice, bill or credit note. We recommend you consult your accountant or bookkeeper first.
You can't change the tax code on an invoice, bill or credit note which has been voided or deleted.
Your user role determines if you can access credit notes.
|Once you have selected a sales invoice, bill or credit note you no longer need, use the Invoice Options, Bill Options or Credit Note options button to delete or void it. The delete and void options will display depending on the status of the invoice, bill or credit note chosen and whether payments or credits have be applied (for both Sales and Purchases). Deleted and voided items are not removed completely from Xero. You can find them by going to the All tab and using the Search function.|
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