How to Create Cancellation Invoices and Regenerate Wrong Invoices

It can happen that an invoice has been created with an error or with wrong information. Not every tying error must be corrected. However, if the error on the invoice is the required information on an invoice in accordance with §14 Paragraph 2 No. 2 of the German Value Added Tax Act, then the error needs to be corrected.

The wrongly generated invoice first needs to be cancelled, and a new invoice must be created for the same with the correct information.


Here’s how it works:


  • The first step is to update the wrong information with correct information. Typically invoice errors are related to either customer or order details.

    For updating customer details (such as email and phone number) go to Customers > Select the customer from the Customer List > Go to DETAILS in the button right corner > Click on the edit icon > Update the details in the Edit customer window > Click on the SUBMIT button to save your changes.

    For updating order details (such as the address of the customer) go to Orders > Select the order from the Order List > Go to DETAILS in the buttom right corner > Click on the edit icon > Update the details in the Edit customer window > Click on the SUBMIT button to save your changes.

Screenshot of the circuly operations backend to show the cancellation invoices feature and process



  • Next step is to update the HTML code of the “Invoice” email template so that you have the possibility to cancel invoices and regenerate them with correct info. If you skip this step then invoice regeneration will not work and invoices will continue to be generated with incorrect information when you use this feature.

Screenshot of email template in the circuly operations backend to show the cancellation invoices feature and process

  • Once you’ve updated the information and set up the email template, proceed to the invoice cancellation steps.

IMPORTANT

Editing of the HTML code is a one time action. To edit the HTML code of the Invoice email template, get in touch with the customer success team so that we can check your HTML code for the Invoice email template and update it accordingly.

To cancel an invoice:

  • Log in to your circuly operations backend.
  • Go to Invoices.
  • Search the invoice with the wrong information that needs to be cancelled and click on it.
  • In the invoice details window click the CANCEL INVOICE button.

Screenshot of invoices tab in the circuly operations backend to show the cancellation invoices feature and process

  • In the next window click on the CANCEL INVOICE button again.

Screenshot of invoices tab in the circuly operations backend to show the cancellation invoices feature and process

  • In the Cancel Invoice pop-up window, go through the information.

Screenshot of invoices tab in the circuly operations backend to show the cancellation invoices feature and process

  • Check the available checkbox if you want to generate a new invoice with updated information.
  • Click on CONFIRM.

You will now see a new invoice.

  • You can further edit the corrected invoice by making them editable in the same window.

IMPORTANT

Every invoice that is generated after you’ve edited the HTML code of the "Invoice" email template will be in the right format when you cancel an invoice. Invoices that were generated BEFORE editing the HTML code of the "Invoice" email template need to be edited manually if you want to generate a cancellation invoice for a particular invoice.

This means that old invoices (invoices generated before editing the HTML code of the Invoice email template) need to be edited manually.



Invoice cancellation before editing the HTML code of the Invoice email template:

  • Log in to your circuly operations backend.
  • Go to Invoices.
  • Search the invoice with the wrong information that needs to be cancelled and click on it.
  • In the invoice details window, click the CANCEL INVOICE button.
  • In the Invoice detail window, click on the MAKE EDITABLE button.

Screenshot of invoices tab in the circuly operations backend to show the cancellation invoices feature and process

  • Then do the following:
  1. Copy the invoice number or note it down somewhere.
Screenshot of an invoice in the circuly operations backend to show the cancellation invoices feature and process



  1. Add an additional line and write “for invoice number [paste the copied invoice number] > example “for invoice number inv_2457”.

  1. Change the text that says “Invoice” to “Cancellation Invoice” and add the placeholder variable {{cancellation_invoice_number}}

  1. Scroll down to amount and add a minus sign “-” before all amounts. Adding a minus sign “-” shows that it is a cancellation invoice.

  • When finished click on the button that says DONE.
  • In the Invoice detail window click on the CANCEL INVOICE button.
  • In the Cancel Invoice pop-up window, go through the information.
  • Check the available checkbox if you want to generate a new invoice with updated information.
  • Click on CONFIRM.

You will now see a new invoice.

Note: Generating a new invoice does not trigger any emails. If you want to send the invoice to the customer, you need to do so manually.

Important Information

Cancelling an invoice does not refund the payment associated with it because cancelling an invoice has another purpose. The purpose is that, as per German law, an invoice that has been created with the wrong information needs to be “cancelled”. The payment associated with the invoice could still be correct and therefore the payment attached to the invoice with the wrong information is not refunded. If you also want to refund the invoice, you need to perform the refund operation.

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