Cancelling an Invoice

This page contains instructions on how to cancel an invoice

Overview

IMPORTANT:

It is important to know that Cancelling an Invoice is more complex than changing the invoice status to Cancelled and then Saving the record.

To cancel an invoice correctly, you need to remove any payments that have been applied to the items or adjustments, or to the invoice itself so that these payments will then become available to be applied to the items on other invoices.

Once the invoice no longer has any payments applied to it, you can then cancel the invoice.

If an invoice already has payments applied to it, or it has been fully paid, then you must delete the payments that have been applied to the items in the invoice before you cancel the invoice. This article will guide you on how to cancel an enrolment invoice that has already been paid, and if need be – re-issue it in the future.

For all other invoice status/circumstance that needs to be cancelled, refer to the How-To Guide(s) section below.

Workflow

Outlining the step-by-step instructions on cancelling an already paid enrolment invoice:

  1. Choose Accounting > Invoices menus on the side. In the STUDENT INVOICE LIST section, select the invoice that you want to cancel.

NOTE:

If the invoice that you want to cancel has no applied payments / associated items to it and has the status of SENT, you can go straight to cancelling the invoice by clicking the ACTIONS button and selecting the Cancel Invoice option. Nothing else is required.

If the invoice has already had payments applied to it (status of Sent), or the invoice has been fully paid (status of Paid), you will need to delete the payments that have been applied to the items in the invoice and then proceed through all the steps in the remainder of this workflow.

  1. Click the Invoice ID on the left or click the ACTIONS button and select the View Invoice option.

  1. Scroll down to the ITEMS section and click the ADD INVOICE ITEMS button.

  1. Scroll up to the INVOICE HEADER section and click the SET TO IN-PROCESS AND DELETE PAYMENTS TO INVOICE button. Select the SET TO IN-PROCESS AND DELETE PAYMENTS TO ITEMS if you want to cancel only part of the items with payments associated with the invoice.

Click OK to confirm your action.

  1. In the INVOICE ITEMS section, delete any or all of the items associated with the invoice that you want to cancel by clicking on the DELETE (bin icon) next to the item.

  1. Scroll up to the INVOICE HEADER section and click the EDIT INVOICE button.

  1. Click the STATUS TO CANCELLED button and then click the Save Invoice button. The invoice has now been cancelled. Notify your Accounting Department colleague that the invoice has been cancelled in Paradigm.

To check, go to the STUDENT INVOICE LIST section (Summary or Invoices screen) and you can now see the invoice that you just cancelled with a Status of Cancelled. If you cancelled only some of the unit enrolment(s), you can choose the appropriate workflow to further adjust the invoice according to your needs.

Alternatively, you can watch a video clip below on how to cancel an invoice.

demo clip on how to cancel an invoice

Re-Issue a Cancelled Enrolment Invoice

If you need to reissue the cancelled invoice, please refer to the instructions in the next workflow: Re-Issue a Cancelled Enrolment Invoice

Related How To Guides

PreviousRecording Customer ReturnsNextRe-Issue a Cancelled Enrolment Invoice

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