How do I cancel a repair invoice?

An approved invoice has already reached accounting and stock, so it is not deleted but cancelled, and cancelling reverses exactly what approval did.

Steps

1. Open the invoice from Workshop → Repair invoices — Figure 1.
2. If it has payments, delete the payments first from the payments tab; the system refuses to cancel an invoice that has been collected against.
3. Press Cancel invoice (credit note) and write the reason in the box that appears.
4. The accounting entry is reversed on the cancellation date, the spare parts go back into stock, and the technicians’ commissions tied to it fall away.
5. A credit note is issued with its own number, dated the cancellation day and carrying the reason; it appears at the top of the invoice page with a Print credit note button.

When to cancel and when to edit

• Draft — just edit it; it has not reached the books yet.
• Approved with a material error — cancel it and issue a correct invoice.
• Approved, collected, and the customer brought the work back — check with your accountant first; a refund document may be more correct than a cancellation.

Notes

• Do not cancel an invoice from a closed accounting period without going back to the accountant.
• Cancelling keeps the invoice visible with a “cancelled” status, which is what tax invoice numbering requires. The invoice stays in its own period in the VAT return, and the credit note appears as a negative in the cancellation period.
• If the invoice was sent to ZATCA (phase two), it can only be cancelled once ZATCA has accepted it, and the credit note is sent to ZATCA automatically.
• Check stock after cancelling, especially when the part was actually fitted to the vehicle.