Once a sales invoice is completed in Unleashed, it cannot be edited. You can correct errors, such as incorrect customer details, pricing, invoice dates, or tax settings, by issuing a credit note to reverse the original transaction, then recreating the sales order and generating a new invoice.
Step 1: Issue a credit note
To reverse a completed invoice, you'll need to raise a credit note against the original sales order.
Confirm the quantities being credited have also been dispatched on a shipment for the Sales Order.
Open the relevant sales order, then click the Invoices tab.
Click the action cog, then select Credit.
Confirm the quantities and prices to be credited.
If physical goods are being returned to stock, select the Return checkbox to ensure both the value and stock quantity are restored to your inventory.
Click Complete to finalise the credit note.
đ Note: Always complete the credit note before recreating the sales order. This ensures an accurate audit trail is maintained.
Step 2: Recreate the sales order and generate a new invoice
Once the credit note is complete, you can recreate the original sales order with the correct details.
Clone or manually recreate the original sales order.
Update the relevant details, such as customer information, pricing, or delivery address.
Generate a new invoice from the corrected sales order.
If you need the invoice to fall within a specific reporting period, manually set the correct invoice date before completing it.
You can backdate invoices and credit notes to align with the correct reporting period. A Shipment 'dispatch date' can also be backdated, and this date drives the stock movement journal exported to Xero. However, inventory movement (transaction) dates in Unleashed will apply to the date the shipment was dispatched and cannot be backdated.
Common corrections
Correcting an Order without Tax
If an order was invoiced without tax, follow these steps to correct it for your reporting:
Complete the original order.
Raise a credit note against the order.
Tick the "Return" checkbox for all product lines to return stock to inventory.
Complete the credit note.
Create a new sales order with the correct tax settings.
Issue a new invoice.
Invoice issued to the wrong customer
Follow the steps above. When recreating the sales order, ensure the correct customer is selected before generating the new invoice.
Incorrect pricing on an invoice
Issue a credit note to reverse the original invoice, including returning any quantities to stock where applicable. Recreate the sales order with the correct pricing and generate a new invoice.
Incorrect invoice date or reporting period
Recreate the sales order and set the correct invoice date when generating the new invoice. Backdate the credit note date to match your intended reporting period.
đ¤ Tip: Unleashed is a live system. Completed transactions cannot be deleted or edited directly. Always use credit notes and new invoices to make corrections, so your audit trail remains complete and accurate.