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:::info अनुवाद नोट यह दस्तावेज़ वर्तमान में अंग्रेज़ी में है। जल्द ही हिंदी में अनुवाद किया जाएगा। :::

Editing Invoices

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​

सुझाव
  • 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