It is not possible to simply update an invoice number, the charges must be moved to a new invoice. Invoice numbers are typically configured when the account is setup, however based on how your sequencing works, there may be times when updates are required. For instance, if you use the YEAR as part of your invoice number, there may be a cut over period at the end of one year, beginning of the next when these need to be updated.
If the invoice number is incorrect, STOP all invoicing activity and contact Qargo Support to update the sequence before completing any further actions.
Invoices must be in an 'INVOICED' status. If the invoice is in a Posted status the record is imported to the accounting package and cannot be updated.
Solution:
Create a new invoice with the correct number format, move the charges to the new invoice. Cancel the old invoice.
To complete the solution, perform the following steps.
Navigate to INVOICES in the main menu and select 'Invoices' in the submenu. This will show the Main Invoice List view.
Click on the invoice number that you want to updated. This will open the invoice details screen.
Scroll to the 'Invoice Lines' panel and select the charges you want to move to the new invoice.
On the right hand side, select the menu 'Remove/credit selected charges(s)'. This will open a drop down menu. Select 'Create New Invoice'.
Select the customer and date. Once correct, click SAVE.
The screen will open to a new 'Detail view' of the Draft Invoice with the charges showing. Use the 'Generate Invoice pdf' to confirm and create the Invoice.
The screen will update to show the 'Detail View' of new invoice. Verify the invoice details are correct and you can continue with the accounting processes from this point.
If the original invoice is no longer required, navigate to the top right corner and select the 3dot menu. The option to 'Cancel Invoice' will show.
Click YES to confirm, and the invoice status will update to 'Cancelled'. Click NO to return to the invoice details.
