Editing and Voiding Sales Invoices

Warning
Sales and claim invoices should always be corrected in the GJ5 Software. All sales invoices should be managed through GJS.

Rebate and Miscellaneous income can be managed in Xero

Editing an invoice – i.e. Rebate for a supplier.

1. In the Business menu, select Invoices.

2. Find and open the invoice.
3. Click the Invoice Options button, then select Edit.

4. Make your changes to the invoice. You can edit any field, and drag and drop invoice lines to reorder them.
5. Click Update.

Voiding a sales invoice

Note
Voiding a sales invoice in Xero should only be used when:
1. There has been a mistake with the original invoice claim
2. If a paid variation has been added and then it needs to be reversed and cleared in the Builders Portal.

Once the invoice has been voided in Xero it needs to be synced across to the Builders portal to clear it from the claims history.

1. In the Business menu, select Invoices.

2. Find and open your invoice. Use search if you know the contact’s name or invoice amount.
3. If the invoice is already paid or partly paid, you will need to remove the payment that was applied. This can be done by opening the payment link and selecting the Remove & Redo tab. Be sure to remove all payments. These can be re-applied once a new invoice has been created.

4. Click the Invoice Options button and select Void.

5. Click Ok to confirm.

Invoices in awaiting payment status need to be voided individually. Now you can perform the synchronisation to clear the invoice in the Builders portal and start a new one.

Note
If a claim invoice has already been sent to a client and then needs to be voided, it is strongly recommended to communicate what is happening with the client so that all stakeholders are aware of the change.

Warning
Editing and voiding invoices should only be performed for transactions that occurred in the currently open month and not in previous months that are already locked to maintain integrity of previous reporting and statutory lodgments, i.e. Financials and BAS.