The guest's invoice is wrong: a charge that should not be there, the wrong company, a rate the guest disputes after leaving. An issued invoice cannot be edited. Instead:
a credit note cancels the invoice (same items, same tax, same stores; stock comes back);
If something was simply forgotten, do not reopen: add a late charge instead.
Reverse an invoice
1
Open the folio's Accounting tab
Who
Cashier or front office manager
Where
Folios > the folio > Accounting
2
Choose Reverse posting
What changes
Asks for a Reason. "A manager approves the reversal."
Approval
Always a manager in a new hotel.
3
Confirm Reverse posting
What changes
A credit note is issued for the invoice; the folio is open for corrections.
4
Correct the folio
What changes
Void or move the wrong lines, add what is missing, take or refund money.
5
Invoice it again
Where
The folio's Accounting tab > Create invoice; or check out again
What changes
A new invoice with a new number.
Dates
A credit note is dated on the business date and cannot be dated before the invoice it reverses. An invoice of today is reversed today; an older invoice is reversed on today's business date, in today's VAT period.
Common questions
"A credit note cannot be dated before the invoice it reverses."
A credit note takes the business date, and an invoice cannot be reversed before its own date. Wait until the business date reaches the invoice date.
The credit note is refused because of the numbering.
"No active Sales Return document numbering covers (date)." The accountant adds a Sales Return series in Accounting › Document numbering, then you reverse again (Document numbering and the fiscal year).
Should I reverse the invoice for something the guest simply forgot to pay for?
