You can’t edit a bill after it’s been closed. To correct a bill, you need to: 1) create an opposite bill to cancel out the first bill, and then 2) create the bill again with your corrections.
Note: You can't create bills or invoices with a date in the past, or change their date—if you need to, you'll have to use an external accounting system.
Terms you should know
A rebate (also known as a "credit note"), is effectively a negative bill. It's used to offset a closed bill. The items posted on the rebate bill are called rebate items.
Step 1: Cancel out the incorrect bill
1. Find the bill you need to correct and open it. To find a bill, you can search for the bill number or go to Main menu > Finance > Bills and invoices.
2. Click the Rebate
button, provide a reason, and click Rebate.
3. Click ˅ Payments
and choose the same payment type as the original payment to create a "ghost payment". A “ghost payment” is not a real payment; it is simply a negative version of the original payment, which is used to cancel out the incorrect bill.
-Note: If the original payment was made through Merchant, create a terminal card payment to avoid moving funds in and out of a customer’s bank account.
4. Make sure the fields have correctly prefilled. The amount should be the same as the original payment but in negative; for example, if the first bill was closed with a payment of €345, enter -€345.
5. In the Notes field, enter the number of the original bill that you just rebated.
6. Click Create
.
7. When the bill is balanced, you can click Close
.
8. After you close this bill, review it and click Close
again.
Note:
The consumption date of the "rebate items" (i.e., any item listed on a bill during the rebate) is always the date that they are created for the rebate.
Step 2: Create the corrected bill
The type of corrected bill you create depends on which corrections you need to make.
- Learn how to correct a bill which has incorrect bill items (for example, if room service is added by mistake), and requires a refund.
- Learn how to correct a bill which has incorrect billing details (for example, customer name or address) but doesn't require a refund.
Note: In France, you can't close a rebated bill if the assignee is different from the one on the original bill. You can change the Name of the assignee in their customer/company profile, but you can't change which assignee is connected to a bill.