Overview

Should an invoice needs to be cancelled, if it has already had payments applied to it, or it has been fully paid, then it is a must to delete the payments that have been made to the items in the invoice and all the items associated with the invoice before you can truly set its status to Cancelled. This knowledge article will guide you on how to cancel an enrolment invoice which has already been paid, and if need be – re-issue it in the future.

For all other invoice status / circumstance which 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 has already had payments applied to it, or the invoice has been fully paid, you will need to delete the payments that have been made to the items in the invoice, follow all the steps suggested in the workflow below. If the invoice that you want to cancel has no applied payments / associated items to it (still in SENT status), you can go straight cancelling the invoice by clicking the ACTIONS button and select the Cancel Invoice option.

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

3. Go to the ITEMS section and click the ADD INVOICE ITEMS button.

4. 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 to the invoice.

Click OK to confirm your action.

5. In the INVOICE ITEMS section, delete all/part of the items associated to the invoice that you want to cancel by clicking on the DELETE button (bin icon) next to the item.

6. Go back to the INVOICE HEADER section and click the EDIT INVOICE button.

7. Click the STATUS TO CANCELLED button. The invoice / part of the items associated to the invoice has now been cancelled. Notify the Accounting department/person.

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 or if you cancelled only one/two unit enrolment(s) – you can now action accordingly.

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

Cancel an Invoice.mp4

Re-Issue the Cancelled Enrolment Invoice

If in the future, the invoice that you just cancelled needs to be re-issued, you can refer to the steps below on how to do it.

1. Select the cancelled invoice that you want to re-issue. (1) Accounting > Summary (2) Accounting > Invoices. Whichever of the two areas you’ve chosen, go to the STUDENT INVOICE LIST section.

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

2. Go to the ITEMS section and click the ADD INVOICE ITEMS button.

3. Scroll up to the INVOICE HEADER section and click the SET TO IN-PROCESS AND DELETE PAYMENTS TO ITEMS

Click OK to confirm your action.

4. All the unit enrolments associated with that cancelled invoice before will be shown for you to add as items again, and set the status to sent – ready for the invoice to be paid off.

^see^{Raising an Enrolment Invoice}^–^{Paying Off Invoice}^Workflows

Alternatively, you can watch a video clip below on how to re-issue the cancelled invoice.

Re-Issue a Cancelled Invoice.mp4

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How-To Guide(s)

Cancel an Invoice (SENT Status)

How to Cancel an Invoice in a SENT Status

An invoice which is in a SENT Status and does not have applied payments can be cancelled by following the instructions below:

Choose Accounting > Invoices menus on the side. On the STUDENT INVOICE LIST section, select your Sent invoice to be cancelled, click the ACTIONS button, and select the Cancel Invoice option.

2. After selecting the Cancel Invoice option, a warning message will appear asking you to confirm your action, click YES to confirm.

3. To check, you can go back to Accounting > Invoices section and see the invoice to be in a Cancelled status.

NOTE

If you don’t want to see the red amount owing in your cancelled invoice, you have to go through the process of cancelling the invoice in the same Workflow above (CANCEL A PAID ENROLMENT INVOICE) – disassociate or delete all items related to the invoice.

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Cancel / Delete an Enrolment Invoice in an In-Process Status