Canceling an Invoice

What is Invoice Cancellation?

Invoice Cancellation in the 24x7 Retail system allows authorized users to reverse a sales transaction that was processed incorrectly or needs to be nullified due to operational reasons.This ensures accurate financial and inventory records while preserving a full record of all activities for auditing and reporting purposes.

All cancellations are securely recorded in the system’s Audit Log for traceability.

Why Invoice Cancellation is Important

Canceling an invoice helps maintain data accuracy and operational control by allowing legitimate reversals while keeping the original transaction history intact.This process ensures that inventory quantities are restored correctly and that every action is fully auditable for compliance and review purposes.

User Permissions

To cancel an invoice, the user must have special permissions assigned by the system administrator.If the user does not have direct permission, the cancellation must be approved by an authorized user or supervisor with the required access level.

These restrictions are in place to prevent unauthorized reversals and ensure proper accountability.

Operational Conditions

Invoice cancellations in 24x7 Retail are subject to the following operational rules:

1. Cancellations are only allowed within the same shift.Once the Shift End

2. process has been completed, invoices from that shift cannot be canceled.This ensures accurate shift-level reporting and reconciliation.

3. User Authorization Required.Only users with the Invoice Cancel permission can perform this action.If such permission is not assigned, the user must seek approval from a supervisor or manager who has the necessary authorization.

4. System Integrity Maintained.Canceled invoices are not deleted from the database.They remain accessible for audit and reporting while ensuring that all related sales and inventory movements are automatically reversed.

How Invoice Cancellation Works

When an invoice is canceled:

1. The system marks the record as "Canceled" and it is not removed from the database.

2. The related sales and inventory transactions are reversed to ensure correct stock and financial balances.

3. The system logs full details including the user ID, timestamp, invoice number, and shift information in the Audit Log.

4. The canceled invoice remains visible in reports with a Canceled status for full auditability.

   
   

How to Cancel an Invoice

Follow the steps below to cancel an invoice in 24x7 Retail:

1. Initiate the Cancel FunctionClick the Cancel button on your screen or press Fn + F9 on your keyboard.

2. Find the InvoiceSearch for the invoice you want to cancel by entering the relevant details.Once the invoice appears in the list, click the Cancel button next to that record.

3. Confirm the CancellationA confirmation prompt will appear. Click Yes to confirm.The invoice will then be marked as Canceled, with the related sales and inventory transactions automatically reversed.

Audit and Reporting

• Every invoice cancellation is recorded in the Audit Log, along with the user details, time, and shift information.

• Canceled invoices remain visible in all relevant reports with a Canceled status.

• No records are deleted from the system, ensuring transparency, traceability, and compliance with internal audit requirements.

  
  

Let’s look at how to process a Refund or Exchange in 24x7 Retail POS.