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Canceling Invoices

Certain business use cases require an invoice to be canceled. To this end, you create a cancellation invoice with the reversed amount, equalizing the invoice balance.

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In addition to manually creating a cancellation invoice, you can set up a process to automate this operation. For details, see Setting Up Finalization or Cancellation Using Processes.

Invoice cancellation concepts

Invoices in the statuses Open or Paid can be canceled.

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Canceling an invoice

The following steps outline the lifecycle of the canceled invoice and the cancellation invoice.

When a user cancels an open or paid invoice, JustOn creates a new draft invoice of the class Credit and the type Cancelation. The new invoice includes all invoice line items of the original invoice with a reversed unit price.

When the user finalizes the cancellation invoice, JustOn will

  • set the original invoice to the status Canceled and link the original with the cancellation invoice (Canceled with on the original invoice, Related with on the cancellation invoice),
  • unlink any received payments from the canceled (original) invoice,
  • set the cancellation invoice to the status Settled,
  • create clearing balances at the canceled (original) invoice and at the cancellation invoice.

After the cancellation is completed, both the original invoice and the cancellation invoice have an invoice balance of 0 and do no longer affect the account balance.

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You can also cancel credits. This produces an invoice of the class Invoice and the type Cancelation.

Bookkeeping data for cancellation invoices

If the bookkeeping data generation is enabled, JustOn creates booking details as follows when finalizing a cancellation invoice:

  • For each existing booking detail of the canceled invoice, JustOn creates a new, "opposite" booking detail.
  • For booking details of the type Revenue, JustOn appends the related account number to the name of the new booking detail.
  • For the amount of the new booking detail, JustOn sets the inverted amount of the existing booking detail.
  • For the booking date of the new booking detail, JustOn sets the date of the canceled invoice as long as the original booking period is Open. For new booking periods, JustOn uses the date of the cancellation invoice.

  • For the booking text of the new booking detail, JustOn prepends Cancellation: to the original booking text.

    This text is a custom label. If you need a locale-specific variant, provide a corresponding translation as described in Managing Custom Labels.

The cancellation invoice uses the same invoice template as the original invoice. You can use the Cancellation template detail to override certain fields.

For help about working with templates, see Working With Templates.

  1. Open the Invoices tab.
  2. Click the invoice number to open the invoice's detail view.
  3. Click Cancel.
  4. Specify the cancellation reason.

  5. Click Save.

    This creates a new draft invoice of the class Credit and the type Cancelation.

    To complete the cancellation process, you must finalize the cancellation invoice (see Finalizing Invoices). This sets the original invoice to the status Canceled and links the original with the cancellation invoice.