Invoices and credit notes

Generated invoices, credit notes and NDIA claim documents share one register at Finance›Invoicing. Select a row or its Open invoice action to open Invoice details.

Review an issued document

The Details tab shows the participant, recipient, status, type and invoice date. Invoices also show their due date. The balance section separates the total, cash received, credits applied and outstanding amount. A credit note shows Available credit instead.

Invoice lines lists Support, Date, Quantity, Rate and Amount. Previously credited or corrected lines show that state. Linked documents links the original invoice and associated credit notes where applicable.

Use the drawer’s download button to obtain the invoice PDF, credit note PDF or NDIA claim CSV. See Invoicing overview for the register filters and actions, or Record a payment for the Payments tab.

Create a credit

For a plan-managed or self-managed invoice, use Create credit in the Details tab. You need Invoicing Add permission, and the invoice must have eligible lines remaining.

1. Open Create credit. Eligible supports are initially selected.
2. Keep the supports you want to reverse selected and clear the others. Review the selected count and credit total.
3. Enter a required Reason explaining the credit.
4. Select Create credit.

On success, the message is Credit created. Charges returned to Billing. A separate issued credit note reverses the selected original lines. Credit allocations reduce what is owed without counting as cash received. Any unallocated balance remains available credit.

One editable charge per credited original line is returned to Billing. Open it there, select Edit charge, correct the values and review any warnings. Generate the corrected charges through Billing when ready. If no replacement should be billed, archive the returned charge. Creating the credit does not issue a replacement invoice automatically.

Void an invoice issued in error

Use Void batch in the register’s Action column, then confirm Void invoice?. The charges return to Billing and the voided invoice stays in your records. You need Invoicing edit access.

Voiding is unavailable for an invoice with recorded payments, a credit allocation, a credit-note document or a Xero link. Protected historical reconciliation or correction records can also prevent voiding. Read the displayed reason before acting. Use a credit for eligible invoice corrections when voiding is unavailable.

Choose the right correction

• An open, unissued charge is corrected in Billing before generation.
• An issued eligible plan-managed or self-managed line is reversed with Create credit, then its returned charge is corrected or archived. See Create a credit and correct an invoice.
• A payment mistake is corrected in its payment record where permitted. On an invoice admitted to Xero export, cash and settlement corrections belong in Xero followed by Sync to Xero.
• A fully unused local invoice can offer Void batch. A linked Xero invoice has additional protection; deleting a local payment or editing a source shift is not an alternative void workflow.

Read Linked documents to trace the original invoice and credits. It is a read-only table for comparison. The issued document’s amounts and due date remain its saved issue-time record, even after contact details, payment terms or service source records change.

Compare the document’s fields

Before taking an action, use the invoice reference to identify the document, Participant to identify whose support was billed and Recipient to identify who was asked to pay. The recipient can differ from the participant. Compare the service dates on the lines with the invoice issue date and its due date; they serve different purposes.

For a fictional $100 invoice with $40 cash received and $20 credit applied, the remaining balance is $40. The $20 credit is not another bank receipt. If the support line was wrong, review a credit; if the $40 receipt was entered incorrectly, review its payment history. Changing current participant details does not edit this issued document’s saved recipient or due date.