Sera has the option to allow for editing an invoice if you need to continue to utilize the invoice in the future, or to void the invoice completely if the invoice was generated in error or if the customer is no longer responsible for the invoice
Editing the Invoice
If you would like to edit an invoice, you will need to edit the quote.
Once an invoice has either a work completed signature by the technicians, or has a manual approval on the invoice by an admin user in the office, it now carries a label of Finalized.
To begin the editing process, you will select the Invoice Actions button and select the Edit Invoice option. This will prompt you for an editing reason and then you can select the Edit Invoice button from the window. This reason will be saved within the notes.
Return to the quote that populated this invoice. Select the Edit option from the Quote Actions menu, make the necessary changes to dollar amounts, line items or promo codes and select the Done button at the top of the screen to complete the editing process. Ensure that you re-approve the quote and the invoice to include this invoice back in your revenue numbers.
Note: The invoice date will default back to the date that it is re-approved. If you need to change the date, select Edit Date from the Invoice Actions menu and alter the date.
Voiding the Invoice
Voiding an invoice in Sera will take a previously approved invoice in a Finalized state and will zero out all line items and cancel the invoice.
Note: Please use caution when voiding an invoice, as this cannot be undone and the invoice would have to be recreated.
To void an invoice in Sera, you will locate the invoice that you want to void. Ensure that you have an invoice in the proper state to void by checking the label next to the invoice number. It should be green and say Finalized.
Select the Invoice Actions button and select Void Invoice. Enter a note to document the void. This note will be saved in the 'All' notes within the customer's account.
Note: All payments will need to be refunded before you are able to void the invoice.
After the invoice has been voided, you will be able to see a Voided label appear next to the invoice. The invoice will still live in the Invoices table on the customer's account for record-keeping purposes. If this invoice has previously gone to Quickbooks as a part of a batch, you will want to void/delete the invoice in that software as well. If the invoice has not previously been a part of a batch, it will not be included.