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How to Cancel and Re-issue an Unpaid Invoice

As well as regenerating an invoice to capture new information, such as an incorrect company address or missing PO number, Nucleus has a feature called Revoke, which enables admin users to effectively cancel an invoice and reissue. There are multiple reasons where an admin user might want to action this:

  1. If an entrant submits another entry after generating an invoice and would like it included in the total
  2. If an entry is being moved to a different users account after the invoice has been generated
  3. If you need to add a discount to an invoice after it was generated
  4. If the invoice total is incorrect and requires updating

When an invoice is revoked, the full amount is credited on a credit note that is created and emailed to the entrant. This means that the invoice amount is reduced to £0 as finance teams will see the full amount raised and then the full amount credited back. This is different to raising a credit note to reduce the amount an entrant pays on an unpaid invoice or to issue a refund on a paid invoice. When the revoke function is used the entries will also be detached from the invoice and then it is possible to generate a new invoice against the same entries.

Note – that if an invoice is revoked the entries must still be paid for by the entrant before they will appear on the Viewing Interface.

How to Revoke an Invoice

  1. Log into the Admin Interface
  2. Go to Actions>Invoices
  3. Find the unpaid invoice from the Invoice List and from the Actions dropdown alongside it, click Revoke Invoice.
  4. Click OK to confirm the invoice number is correct
  5. Click OK to confirm that that the credit note has been generated
  6. A credit note will be emailed to the entrant and the entries will now be detached from the invoice enabling you to make any amends and then generate a new invoice

Note – this process is not reversable so while it is easy to generate a new invoice for the same entries it is not possible to delete the credit note and reuse the original invoice.

The revoke option is only available to unpaid invoices.