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Editing Invoices

Tämä lokalisoitu ohje selittää sivun käyttötarkoituksen, tärkeimmät suodattimet, taulukot, tilat ja toiminnot LKG for Billingissä.

Understand editing rules and how to make corrections to invoices at different lifecycle stages.

📋 Editing Rules by Status​

StatusEditable?Notes
Draft✅ Full accessAll fields editable
Pending / Sent⚠️ LimitedHeader edits only; use Cancel to void
Paid / PartiallyPaid / SplitPayment🔒 RestrictedUse Credit Note (CRN) for corrections
Overdue⚠️ LimitedPayment recording only
Cancelled❌ Not editableCreate new invoice

:::warning Audit Compliance Restricting edits on finalized invoices preserves the accounting audit trail and GST compliance. :::

✏️ Editing Draft Invoices​

Draft invoices have full edit access — all fields can be changed freely.

Steps​

  1. Go to Invoices
  2. Filter by Draft status
  3. Click the invoice or use the Actions (⋮) menu → Edit
  4. Modify any fields: customer, items, prices, dates, supply type, document type
  5. Click Save as Draft to keep editing, or Save and Finalize to lock it in

:::tip Auto-Save The form auto-saves your draft every 15 seconds, so your work is never lost. :::

✏️ Editing Pending / Sent Invoices​

For invoices in Pending or Sent status:

  • Limited edits (notes, due date may be allowed)
  • To make corrections to amounts/items: Cancel the invoice and create a new one, OR issue a Credit Note (CRN)

📝 Issuing a Credit Note (For Paid Invoices)​

A Credit Note reduces the value of an already-paid invoice — the correct GST-compliant way to make corrections.

How to Issue a Credit Note​

  1. Go to Invoices → click the paid invoice
  2. Click Create Invoice → Select Document Type: CRN (Credit Note)
  3. Reference the original invoice
  4. Enter the items/amounts to credit back
  5. Save and finalize the Credit Note

The Credit Note (CRN) is linked to the original invoice and records the adjustment in your GST reports.

🔢 Invoice Number Changes​

Invoice numbers can only be changed while the invoice is still in Draft status. Once finalized, the number is locked.

💡 Best Practices​

vinkki
  • Use Cancel status (not delete) for voidable finalized invoices
  • Use Credit Note (CRN) for financial corrections on paid invoices
  • Use Debit Note (DBN) to increase value on existing invoices when needed
  • Always finalize drafts before sending to customers