Changing, Cancelling, and Correcting Invoices

Open the Invoice

Go to Accounting > Debtors > Invoice.

Search for the invoice in the upper table and select it. The invoice details are shown below. On the right side, the Invoice Overview shows important processing information such as whether the invoice has been saved, printed, emailed, exported, or cancelled.

Before making any changes, check the processing status carefully.

When an Invoice Can Still Be Changed

If the invoice is still internal and has not yet been exported or processed further, some changes can usually still be made directly.

Typical examples are:

• correcting the invoice text
• correcting editable invoice fields
• adjusting invoice positions
• adding or removing attachments
• correcting data before the invoice is sent to the customer

After making the correction, click Save.

If the invoice had already been printed or emailed, check whether it should be printed or emailed again after the correction.

When You Should Not Change the Invoice Directly

An invoice should usually not be changed directly anymore if it has already been sent to the customer, exported to accounting, paid, or used in a reminder process.

In these cases, changing the original invoice can cause inconsistencies between Logistiqo, the customer, and accounting.

Before changing an invoice directly, check:

• Has the invoice already been emailed?
• Has the invoice already been printed?
• Has the invoice already been exported?
• Has a payment already been entered?
• Has the invoice already been included in a reminder?
• Is the invoice number already final?

If one of these points applies, the better process is usually to cancel the invoice and create a corrected invoice.

Cancelling an Invoice

To cancel an invoice, open the invoice under Accounting > Debtors > Invoice and click Reversal in the toolbar.

Logistiqo will ask whether you want to cancel the invoice and the shipment. Confirm the cancellation only if you really want to reverse the invoice.

After the reversal, Logistiqo creates a reversal invoice. The reversal invoice contains the negative invoice amount and is marked as cancelled or reversal-related. This keeps the invoice history transparent and avoids gaps in the invoice number range.

The original invoice should not simply be deleted. Invoice numbers are part of a continuous invoice history, so cancellation is the correct process once an invoice number has been assigned or the invoice has already been processed.

Re-Invoicing a Cancelled Shipment

If an invoice was cancelled and the shipment should be invoiced again, the shipment should usually be copied and then invoiced again as a new shipment.

This is the standard process when the original shipment was linked to a cancelled invoice.

1. Go to Shipments > Shipment.
2. Open the filter and search for the cancelled shipment, for example by shipment number, customer, reference, or status.
3. Select the cancelled shipment.
4. Click File > Copy.
5. In the copy window, select Copy To Shipment.
6. If required, keep Copy vehicle / driver / subcontractor selected.
7. Click Copy.
8. Logistiqo creates a new shipment with the same shipment data.
9. Check and correct the copied shipment.
10. Click Save.
11. Create a new invoice for the corrected shipment as usual.

When the shipment is copied, the cancelled status is not copied. The new shipment receives its own shipment number and can be processed and invoiced again.

Correcting Shipment Data Before Re-Invoicing

Before creating the new invoice, check the copied shipment carefully.

Common corrections are:

• customer reference
• sender or receiver
• loading or delivery date
• services
• surcharge or discount
• invoice-relevant documents
• invoice recipient
• shipment text or description

After the shipment has been corrected and saved, it can be invoiced again through the normal invoice process.

Alternative: Direct Billing

In some cases, it may not be necessary to create a copied shipment. If the correction does not need to be connected to a new shipment, you can create a direct billing invoice instead.

This can be useful for simple corrections, additional charges, or special invoice adjustments that should not be linked to a copied shipment.

Use this option only if it fits your internal accounting process.

Changing the Customer

The customer of an already invoiced shipment should not be changed lightly.

If the wrong customer was used and the invoice has already been created, the safest process is usually:

1. Cancel the incorrect invoice.
2. Copy the shipment.
3. Correct the customer or invoice data in the copied shipment, if allowed.
4. Save the copied shipment.
5. Create a new invoice.

This keeps the original invoice and correction process traceable.

Payments and Reminders

If a payment has already been entered for the invoice, or if the invoice is already part of a reminder process, be especially careful.

Cancelling or correcting such an invoice can affect:

• remaining amount
• payment allocation
• reminder status
• customer balance
• accounting export

In these cases, check the invoice, payment, and reminder situation before making corrections.

Summary

Use direct correction only if the invoice has not yet been processed further.

Use Reversal when the invoice should no longer be changed directly or when a proper cancellation is required.

If the cancelled invoice was based on a shipment and the shipment needs to be invoiced again, copy the cancelled shipment with File > Copy > Copy To Shipment, correct the new shipment, save it, and create a new invoice.

Do not delete invoices with assigned invoice numbers. Use cancellation and re-invoicing instead to keep the invoice history clean and traceable.