Vendor Invoices (AP)

Deleting a Vendor Invoice

Deleting a Vendor Invoice should be done with caution, as it directly affects accounting records, linked jobs, and reports. Only users with the correct role permissions can perform this action.

When to Delete an Invoice

You should only delete a Vendor Invoice if:

  • It was created by mistake (for example, duplicated or linked to the wrong job).

  • It contains major errors that cannot be corrected by editing.

  • The invoice has not yet been submitted or approved by finance.

Important: Once an invoice is deleted, all related accounting entries and job links are permanently removed. Always confirm with your Finance or Management team before proceeding.

Steps to Delete an Invoice


Deleting a Vendor Invoice

Deleting a Vendor Invoice



  1. Open the Invoice

    • Navigate to Accounting → Vendor Invoices.

    • Locate the invoice you wish to delete (you can use filters such as Customer Name, Invoice Type, or Status).

  2. Check Invoice Status

    • Only invoices in Draft or Cancelled status can be deleted.

    • If the invoice is already Submitted, you must first Cancel it:

      • Click Actions → Cancel to revert it to Cancelled status.

  3. Delete the Invoice

    • Click Actions → Delete.

    • Confirm the deletion when prompted.

  4. Verify the Deletion

    • The invoice will be removed from the list view.

    • Any linked charges or accounting entries (if previously posted) will also be cleared.

What Happens After Deletion

Scenario

Effect

Invoice was Draft

Record is deleted with no accounting impact.

Invoice was Submitted, then Cancelled

Accounting entries are reversed before deletion.

Invoice was Linked to a Job

The job’s Accounting Tab will no longer show the deleted invoice.

Invoice had Customer Payments Recorded

You must first delete or unassign the payment before deleting the invoice.