Available to:

Business Owner Manager

When to Cancel an Invoice

Valid reasons for cancellation.

Valid Reasons

• Customer refused delivery
• Order was cancelled by customer
• Duplicate invoice created
• Major error discovered after finalization
• Sale did not complete

Do Not Cancel For

• Minor changes (create credit note instead)
• Partial refunds (use credit note)
• Fiscalized invoices (different process)

Cancellation Requirements

What can and cannot be cancelled.

Draft

Delete instead - Drafts should be deleted, not cancelled

Finalized

Can be cancelled - Use the cancellation process below

Fiscalized

Cannot be cancelled - Must issue credit note instead

Cancelled

Already cancelled - No further action possible

Fiscalized Invoices

Once an invoice has been fiscalized (submitted to ZIMRA), it cannot be cancelled. You must issue a credit note to reverse the transaction.

Cancellation Process

How to cancel a finalized invoice.

Open the Finalized Invoice

Navigate to Invoices and open the finalized invoice you need to cancel.

Click Cancel

Click the Cancel Invoice button, usually found in the actions menu.

Enter Cancellation Reason

Provide a clear reason for the cancellation. This is required for audit purposes.

Cancellation Reason

app.vasbox.co.zw

Reason for Cancellation *

Customer cancelled order after invoice was finalized. Full refund requested.

This reason will be recorded in the audit trail.

Enter the reason for cancellation

Confirm Cancellation

Read the warning message carefully and confirm the cancellation.

Cancel Invoice INV-2024-0042?

This will permanently cancel the invoice. The invoice number will be marked as void and cannot be reused. This action cannot be undone.

Go Back

Cancel Invoice

Invoice Cancelled

The invoice is now cancelled and marked as void in the system.

Cancelled INV-2024-0042

Cancelled by John Smith on March 15, 2024 at 2:30 PM

"Customer cancelled order after invoice was finalized. Full refund requested."

After Cancellation

What happens after an invoice is cancelled.

Record Keeping

• Invoice remains visible in the list with cancelled badge
• Cancellation reason, timestamp, and user recorded
• Invoice number is voided (not reused)
• Excluded from revenue reports

Next Steps

• Create a new corrected invoice if needed
• Notify customer if they had a copy
• Document the reason for your records

Credit Notes

For partial refunds or corrections to fiscalized invoices, you'll need to issue a credit note instead of cancelling.

Create New InvoiceStart fresh

Credit NotesFor fiscalized invoices