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Cancel invoice (credit note)

Reverse a finalized invoice in a GoBD-compliant way via a credit note — the original invoice stays intact and gets the status Cancelled.

Web
Chöre›Chor öffnen›Verwaltung›Kassenbuch›Rechnungen›Rechnung›Stornieren

Diese Funktion ist nur im Web verfügbar.

Permission required: Cashbook › Edit

What is it?

A cancellation via credit note reverses a finalized invoice in accounting terms — GoBD-compliant, without deleting or changing the original invoice.

How to cancel

  1. Open the final invoice in the detail view.
  2. Click "Cancel (credit note)" in the actions column.
  3. Enter a reason in the prompt (e.g. "wrong recipient", "order withdrawn") — gets saved in the credit note and the audit log.
  4. Confirm. The credit note is created and finalized immediately.
  5. You are redirected to the new credit note — status "Credit note", amounts negative.

What happens technically

  1. A new invoice with negative amounts is created (is_credit_note = true).
  2. The original invoice gets status credited + a reference to the credit note.
  3. The credit note is finalized automatically (gets a number, PDF on S3).
  4. Security audit log entry with the reason.
  • On the original invoice at the top: "Cancelled via credit note no. [number]"
  • On the credit note at the top: "Credit note for invoice no. [number]"

Permission

You need cashbook.edit.

Tips

  • Make sure you really want to cancel — the action is irreversible, and both the original and the credit note stay forever.
  • Write a meaningful reason — during later audits (e.g. by the tax office) this matters more than you think.
  • When cancelling a paid invoice: if a payment entry is already linked, remember to also add a counter-entry in the cashbook.

Frequently asked questions

Why can't I just delete it?▾
After finalization, invoices are subject to GoBD (German legal requirements for digital bookkeeping) — they must not be deleted or changed. Instead, a credit note is created that cancels the transaction in accounting terms. This is the legally prescribed method.
What happens to the original invoice?▾
It stays untouched — gets the status "Cancelled" and references the new credit note. The PDF can still be downloaded.
What number does the credit note get?▾
The next number from your number sequence. Since you only have one number sequence per choir, the credit note continues in the same counter. The PDF states "Credit note for invoice [original number]".
Can I create a partial credit note?▾
No — currently only a full credit note (complete reversal). For partial credit notes you would need to cancel fully and then create a new invoice with the remaining line items.
Can I cancel a credit note again?▾
No. Credit notes are themselves final and cannot be cancelled — otherwise a reversal loop would emerge. If you made a mistake, write a new invoice to the customer.
Does the original invoice stay in the audit log?▾
Yes, both stay forever. Original with status credited, credit note with is_credit_note=true. Both have full audit trail entries in SecurityAuditLog.
Do I have to inform the customer about the cancellation?▾
Yes — otherwise the customer is left with two documents they cannot reconcile in their accounting. Send the original + credit note together with a short note ("Please replace both documents — we will send you a correct new invoice").

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