Printed from https://zeropos.shop/help/edit-an-invoice
Edit an invoice
Correct a sale that was rung up wrong: shop, products, prices, sellers, payments or customer. Stock, money records and points are re-applied to match.
Owners can change what each role may do.
Editing is for a sale that was recorded wrong. The invoice keeps its number, but everything behind it (stock movements, accounting entries and loyalty points) is reversed and applied again with the new details. When the customer brings something back, refund instead: Refund a sale.
Before you start
- By default owners, administrators and managers can edit invoices. The Edit invoice card only shows when you can.
- A sale with a live refund can't be edited until the refund is cancelled (Fix a sale: edit, cancel or refund?).
- A sale that sold a gift card or was paid with one can't be edited: refund it instead.
- An open layaway is worked on from its own page, not edited: see Layaway: hold items while a customer pays over time.
Steps
- Step 1
Open the sale from BACKOFFICE › Invoices.
- Step 2
In the Edit invoice card, tap Edit invoice.
- Step 3
Correct the Shop, the Line items or the Sellers.
- Lines already on the ticket keep the price, minimum and cost they were sold with; a line you add with Add product takes today's catalogue.
- Step 4
Correct the payments so they add up to the total.
- Payment total must equal the ticket total. shows until they do.
- Step 5
Tap Change to put a different customer on the sale, if that was the mistake.
- Step 6
If Below-minimum approval required to save. appears, tap Request approval and have a manager enter their PIN.
- Step 7
Write why you edited in Internal note; only managers see it.
- Step 8
Tap Save changes.
What happens next
- Stock: the old lines go back and the new ones are taken off. If you changed the shop, the stock returns to the first shop and leaves the new one.
- Money: the sale's accounting entries and payments are rewritten, and reports show the corrected figures. The VAT rate stays the one charged at the time of the sale.
- Points: they are recalculated for the corrected sale and customer. Store credit the sale used stays exactly as it was.
- Commission: it follows the sellers and amounts on the corrected sale.
- Receipt: the number stays the same, but a receipt already printed may no longer match; reprint it with Print receipt. The invoice shows how many times it was edited, and Changed after the sale finds edited sales.
If you see this…
On screen
This invoice has a refund attached. Cancel the refund first before editing the original.
What to do
Open the credit note from Related invoices, cancel it with Cancel invoice, then edit the sale. Refund again afterwards if goods really came back.
On screen
This invoice can't be edited. If it has a refund attached, cancel the refund first.
What to do
Either it has a live refund (cancel that first) or it is an open layaway, which is handled from its layaway page.
On screen
This invoice has been cancelled and can't be edited.
What to do
A cancelled sale stays cancelled. Ring the sale up again at the till.
On screen
An edit can't add a gift card — no card would be issued. Sell gift cards at the till.
What to do
Remove the gift-card line and sell the card at the till as its own sale.
On screen
An edit can't take a gift-card payment — nothing would come off the card. Take gift-card payments at the till.
What to do
Choose another payment method here. Gift-card payments are only taken at the till.
On screen
We couldn't save the edit. Please review and try again.
What to do
Check the lines and payments and try again.
On screen
A sale that sold a gift card or was paid with one can't be edited.
What to do
A sale that sold a gift card can be refunded instead (Refund a sale); one paid even partly by gift card is final and stays as it is.
On screen
All or part of this sale was paid with store credit, so it can't be edited.
What to do
Nothing to do: a sale that took store credit is final. It can't be edited, refunded, exchanged or cancelled.
On screen
Store credit can't be added to a sale by editing it: it is taken at the till.
What to do
Leave the payments as they were. Store credit is only ever taken at the till, on a new sale.
Good to know
- There is no undo: to go back, edit again with the old details.
- A sale rung up by mistake that should not exist at all is cancelled, not edited: Fix a sale: edit, cancel or refund?.