How to modify/edit a closed invoice?

 

The actual system doesn't allow modification of closed invoices, here is a way-around you can follow:

  • A. Reverse the closed invoice, (see FAQ)
  • B. Transfer the items from the closed invoice to the new one, (see FAQ)
  • C. Add or modify items, date and payment methods and close the new invoice.

 

In order to change payment method, there are two options:

  • Change payment method before the End of Day,
  • Change the payment method after End of the Day.

 

Option 1: Change payment method before the End of Day

 

Step 1 Finding the invoice to change the payment

  • Go to "Point of Sale",
  • Click on the "Spyglass" icon (top right),
  • Select the Step :"Invoiced",
  • Find the invoice that you wish to credit, by choosing the step "Invoiced",
  • Double Click on the invoice.
 
 

Step 2 Editing the payment method

  • Back to the POS with your closed invoice on the screen,
  • Click on "F4",
  • Click "OK" when you see the "Validation" message,
  • Confirm the next messages to land on the payment window.

 

Step 3 Changing the payment for the invoice

  • In order to delete the payment click on the red "X" sign right next to the "$" sign,
  • Select the new payment method,
  • Credit the invoice by clicking "F4 Invoice" or the green "$" sign to skip the reprint.

 

 

Option 2  reversing payment if your "End of Day" is done

Easy way :  

  •  If your end of day has been already performed, you can't edit the payment, 
    • leave a hand written note on a reprinted invoice and your end of the day (use a highlighter to make sure your account will know)

Long way:

  • Reverse the invoice at the day of the wrong invoice with the same payment,
  • Create a copy of the initial invoice (using the pen icon .... see FAQ) and close it a the date of the initial invoice with the same payment method,
  • Close the End if the day by selecting only these 2 invoices,
  • Reprint summary of payment for your accountant for the month. 
NOTE: In both way, you need to keep your accountant informed !

 

 

There are multiple ways to reverse an invoice
  • Option 1: reverse an invoice before the end of the day,
  • Option 2: reverse an invoice from the customer  history,
  • Option 3: reverse an invoice from the Archives.
See also related FAQ
  • Option 4: Modify a closed invoiced : add or remove an item,
  • Option 5Modify/reverse payment on an invoice before the End of the Day.
 

OPTION 2 : Reverse an invoice before the end of the day

Step 1 Finding the invoice to cancel 

  • Go to "Point of Sale",
  • Click on the "Spyglass" icon (top right),

 

 

  • Select the Step :"Invoiced",
  • Find the invoice that you wish to credit, by choosing the step "Invoiced",
  • Click on the green "$" sign which can be found in the bottom right corner,
  • GEM-CAR will automatically take all necessary information (name of the customer, vehicle, items) and transfer it to a new estimate under the same customer but with negative qty and total amount),

 NOTE : Click on the "Printer Icon" to view the invoice to  validate payment 

 

Step 2 Applying payment for the reversed invoice 

  • You can also change the date of the invoice to match the initial invoice by editing the "Invoice Date field", 
    • Changing the date of the invoice will be reflected in your monthly sales report, let your accountant know ( is month might be closed ),
  • Select the payment method,
  • Credit the invoice by clicking the "Printer" icon or the green "$" icon (invoice without printing).

NOTE: It is very important to credit the invoice using the same payment method. Otherwise your "End of day" will not balance. 

 

OPTION 2 : Reverse an invoice from the customer history

 Step 1: find a customer/vehicle related to the invoice to cancel

  • From the point of sale,
  • Search for a customer and select the vehicle,
  • Click on the history button.

 

 Step 2: Search for invoice in the history

  • Find the invoice that you wish to cancel and click on it,
  • Click on the "Printer Icon" to view the invoice to  validate payment and the date,
  • Click on the green "$" sign which can be found in the bottom right corner,
  • GEM-CAR will automatically take all necessary information (name of the customer, vehicle, items) and transfer it to a new estimate under the same customer but with negative qty and total amount),
 

 Step 3: reverse the payment

  • You can change the date of the invoice to match the initial invoice by editing the "Invoice Date field", 
    • Changing the date of the invoice will be reflected in your monthly sales report, let your accountant know ( is month might be closed ),
  • Select the payment method,
  • Credit the invoice by clicking on the "printer" or the green "$" icon to close the invoice without printing.

NOTE: It is very important to credit the invoice using the same payment method. Otherwise your "End of day" will not balance. 

 

OPTION 2 : Reverse an invoice after the end of the day

  •  Repeat Step 1, by in the searching in the Archives,  click on "Archives" button.