Cancelling an incorrect invoice (not just archiving)

[lingosing]

Hi all! I have a customer who prefers to pay by bank transfer. For my accounting purposes, I send an invoice, and then mark as paid using "other". However, I noticed that I must have sent the same invoice out twice. I would like to cancel the inaccurate one, but there is no option to cancel! I can only archive, which I think is not the ideal option. I also can't issue a refund, because the invoice was not correct to start with! What should I do!? Thanks!

[lawnbrook]

Hi There @lingosing ,

If there's no cancel option then I'm guessing you have applied a payed/other payment against it. If this is the case then it would make sense, from an accounting perspective, that you cant cancel it.

Is there any reason you can't issue a refund against it ? (I'm not sure if this will result in it returning to an unpaid state, and hence be able to cancel it).

But again, from an accounting perspective, you have recorded a payment against the invoice, yet never received the funds, so  recording a refund against it would correct this error. As the payment method was other, I can't imagine square is going to automatically send money to the customer (as it wouldn't know how to).

Hopefully someone from Square will step in and fill in the blanks.. but if it were me, I'd give the refund a go as at least it would make your 'income' correct.

Regards,

Bruce

[Laurie_]

Hi there @lingosing, 

Thanks for reaching out to us with your question, and welcome to the Seller Community! 👋

Really appreciate you stepping in to help us out here, @lawnbrook, you're spot on!

An invoice cannot be cancelled or deleted once it has been marked as paid in your payment history, the only option would be to archive or refund the invoice. In this case, where an additional payment has been recorded, the best practice would be to refund this duplicate invoice in order to balance your books.

You can learn more about managing your Square Invoices online here. 

Don't hesitate to reach out to us with any follow-up questions you may have, and we'll be happy to provide more information.