Change, cancel or void an invoice

Drafts edit freely. Issued invoices change through Amend Invoice (password-protected if you set one), Amend from Quote or Substitute product; cancel drafts, void issued ones.

Where it is

Sales → Invoices — Open the invoice; the actions are in its More menu.

Settings for this

Settings → Quotes & invoices → Amend Invoice Protection — Optional password staff must enter before amending an issued invoice.
Settings → Roles — Delete invoices permission.

Draft or pending

Everything is editable: click a line to change it, delete lines, change the dates, terms, discount and notes.

Issued (approved, sent, part paid, paid, overdue)

Open the invoice's More menu:

Amend Invoice — edit, add or remove lines. If a password is set under Settings → Quotes & invoices → Amend Invoice Protection, you're asked for it first. Every change saves straight away; press Finish amending when done. When the invoice has a sales order (and no workshop job) the order's lines are changed to match. If the invoice is in Xero, Xero is updated when you finish.
Once goods have shipped against a line, that line is locked: you can still add lines (freight left off, for example) but not change or remove shipped ones. To take shipped goods back, raise a credit note.
Amend from Quote — rebuilds the lines from the current version of the quote, and updates the sales order and any job. Payments and applied deposits are kept. Only offered while nothing has shipped.
Amend Network Pricing — head office only, on a franchise order's invoice: change the RRP or discount on lines; the franchise's PO follows.

When an invoice already in Xero is amended, its payments are lifted off and put back on in Xero. Reconciled bank lines in Xero then need re-matching (same amount and date).

Substitute a product

The ordered part was late and an equivalent went out instead:

Click the line (on a draft, or in Amend Invoice mode) → Substitute product….
Pick the replacement. Products on the order's own purchase orders are listed first; or search the catalogue.
Check the Description on the invoice and the Unit price (ex GST) — the customer's price is kept unless you change it.
Choose the Purchase order it came on, or None: from stock. A drop-ship PO that has already shipped marks the line shipped by the supplier.
Substitute. The sales order line is changed too.

Only offered on part and other lines that nothing has shipped against yet.

Link a sales order later

Raised the invoice before the order (for finance approval, say)? Link sales order in the Linked panel on the right pulls the vehicle, deposit and purchase orders through.

Cancel, void, delete, duplicate

Cancel Invoice — drafts and pending only. It stays on record as cancelled.
Void Invoice — issued invoices. Can't be undone. The invoice stays on record but no longer counts as owing. Money already received isn't refunded for you: record a refund or credit it separately.
Delete Invoice — drafts only. An approved, sent or paid invoice can't be deleted; void it instead.
Duplicate Invoice — copies it to a new draft.
A franchise order's invoice is cancelled from the order itself (Cancel Order…), which cancels the franchise's PO too.

If something's not right

"Incorrect amend password" — ask whoever set it, or an admin can remove it in Settings → Quotes & invoices.
Delete is refused — the invoice has been issued. Void it.
The bin icon on a line is grey — stock has been dispatched against that line. Credit it instead.