Overview of Actions
The available actions are dynamically determined based on the invoice status. Not all actions are available for every invoice.To perform an action, click on “Correct” in the invoice detail view. The system will then show you all available actions for this specific invoice.
Cancel Document
When available: Only for unpaid invoices What happens:- The invoice is canceled and treated as if it “never existed”
- A cancellation document is created
- If credit was used, it is automatically reversed
- No payout occurs since no payment was received
- The invoice was created by mistake
- No payment has been made yet
Refund
When available: Only for paid or partially paid invoices What happens:- A credit note is created
- The customer receives a refund (payout)
- The credit note is treated as a new liability
- The originally used credit (if any) is not reversed
- The customer has already paid and should get their money back
- A product was returned
- A service was not provided and the customer should be compensated
With a refund, the originally used credit is not reversed because the credit note is a new, separate document. The original invoice remains as a completed transaction.
Credit for Future Invoices
When available: Only for paid or partially paid invoices What happens:- A credit note is created
- The credit note amount is added to the customer credit
- The credit can be automatically applied to future invoices
- No payout occurs
- You want to give the customer a discount that is applied to future invoices
- The customer should receive a credit that they can use later
- You want to give the customer credit without paying out money
The added credit is automatically applied to future invoices as soon as they are finalized. The customer then has to pay less.
Grant Discount
When available: Only for finalized, partially paid invoices What happens:- An adjustment is created on the invoice
- The open invoice amount is reduced
- The customer has to pay less
- You want to grant an early payment discount (e.g., for quick payment)
- A discount should be applied directly to the invoice
The discount is created directly as an adjustment on the invoice and reduces the amount to be paid.
Correct Credit Note
When available: Only in special cases when a credit note exists after a cancellation What happens:- A correction invoice for the credit note is created
- The credit note and the new invoice are mutually adjusted
- Both documents are marked as paid
- No payout occurs
- A credit note was created but should not actually exist
- The credit note should be offset by an invoice
Actions Comparison
| Action | Payout? | Credit Impact | Accounts Receivable Balance | Available for |
|---|---|---|---|---|
| Cancel | No | Credit is reversed | Is offset | Unpaid invoices |
| Refund | Yes | No impact | Is reduced | Paid/partially paid invoices |
| Credit for Future Invoices | No | Credit is added | Is reduced | Paid/partially paid invoices |
| Grant Discount | No | No impact | Is reduced | Finalized, partially paid invoices |
| Correct Credit Note | No | No impact | Is adjusted | Special cases |
Frequently Asked Questions
Why don't I see all actions?
Why don't I see all actions?
The available actions depend on the invoice status. The system only shows actions that make sense for the current status. For example, an already paid invoice can no longer be canceled.
What happens to the credit with different actions?
What happens to the credit with different actions?
- Cancellation: Credit is reversed
- Refund: No impact on credit
- Credit for Future Invoices: Credit is added
Can I undo an action?
Can I undo an action?
No, actions cannot be directly undone. You must perform a new action to correct the result. All actions are documented in the activity log.
Are journal entries automatically created?
Are journal entries automatically created?
Yes, if journal entries are enabled in your settings, corresponding journal entries are automatically created when you perform an action.