Managing Invoices Created by Mistake in Qargo
In Qargo, invoices are central to maintaining accurate financial records, so careful handling of mistakenly created invoices is crucial. Users cannot delete invoices permanently. However, Qargo offers alternatives, such as invoice cancellation and repurposing to maintain traceability and sequence integrity.
Key Points to Know
Invoices cannot be permanently deleted: To ensure traceability, Qargo does not allow the complete removal of invoices from your records.
Two main alternatives: Cancel the invoice to preserve traceability or repurpose it to reuse the invoice number while adjusting its details.
Canceling an Invoice
To cancel an invoice:
Open the specific invoice in question.
Click on the three-dot ("more") menu located on the invoice.
Select the option labeled “Cancel invoice.”
Once canceled, the invoice will no longer be valid for billing purposes but remains in the system for audit and traceability purposes. This ensures that any transactions or activity linked to the invoice can be referenced later if needed.
Repurposing an Invoice
If you created an invoice by mistake but need to keep the invoice number in sequence, you can repurpose the invoice instead of canceling it:
Open the invoice.
Change the customer associated with the invoice to the correct one.
Remove any existing charges (e.g., zero-value lines).
Add or allocate the proper charges for the correct customer.
This approach ensures that the sequence of invoice numbers remains intact while correcting the content of the invoice.
Addressing Zero-Value Invoices
For invoices containing only zero-value lines, repurposing or cancellation depends on your intent:
Cancel if the invoice is no longer required.
Repurpose if you need to reuse the number for a valid transaction.
Related FAQs
Why Can't I Permanently Delete an Invoice?
Deleting invoices could disrupt financial records and audit trails. To maintain traceable and accurate records, Qargo ensures that all issued invoices are either canceled or corrected and reused rather than removed.
Is Cancellation Final?
Canceled invoices remain in the system for traceability. If an invoice is canceled by mistake, it can still be referenced or recovered.
Can I Reuse a Canceled Invoice Number?
No, canceled invoice numbers cannot be reused. If invoice number integrity is critical, consider repurposing the invoice instead. By following the above steps and guidelines, you can effectively manage invoices created in error, ensuring compliance and accuracy in your financial records.