Create Cancellation Invoices and Regenerate Wrong Invoices
Sometimes, an invoice might contain errors or incorrect information. Not all typos need to be fixed. However, if the error involves mandatory information as per §14 Paragraph 2 No. 2 of the German VAT Act, it must 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.
Article Overview
- Update the wrong information.
- Cancel the old invoice.
- Generate a new invoice.
1. Updating the wrong information
Typically invoice errors are related to either customer or order details. Therefore the first step is to update the wrong information with correct information.
Updating customer 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.
Updating order details
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.
2. Cancelling the old 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.
- In the next window click on the CANCEL INVOICE button again.
- In the Cancel Invoice pop-up window, go through the information.
3. Generate a new invoice
- 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.
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.