Hello,
Please suggest me how can I modify my Invoice in QuickFile? I`ve made invioce where I needed the partial payment from the client to start the project, so I gave a credit note for 70% of the invoice amount.
Now I need to get the second payment from the client, means to modify the Credit note from 70% to 30%. Also I need to modify the invoice to change the items quantities in there.
Can not find a button to modify the Invoice.
Appreciate for any help. Thanks
If a credit note has been issued against an invoice, the originating invoice can no longer be edited. The only way to do this would be to delete the credit note.
With part payments, there are a few approaches -
- Issue the invoice in full and then tag the payments as they come in
- Any payments that come in, tag as a prepayment to the client, and then raise the invoice at the end and mark it as paid from credit
- Raise individual invoices for the different rates
If you are VAT registered, it’s worth bearing in mind any effects this would have on your VAT return, too. For example, if you’re on accrual accounting for VAT, if you invoice in full at the start, VAT will then be due on the full value of the invoice.
Hi @QFMathew
You mean I can delete the Credit note, modify the invoice, then make a new credit note for another value and send to the client for payment, right?
Youre right, we are VAT registered, Ive just started trading and made only one Nill VAT report yet, the next period I have 1 year, ends this month. I`ve planned to report by fact debited and credited amount. Your suggestions are very valuable for me at this stage. We have a small number of clients and invoices per year, all of them are importing goods and selling in UK.
About the invoicing approaches: first and second of your mentioned are more relevant for us, as we are supplying goods and can not divide same goods batch into several invoices.
Please suggest how to tag payments? This might help a lot.
Does the approach of updating the credit note several times for the same invoice work as well? To make each next payment possible. I thought about: 1) make Invoice and Credit note 70% - the client pays 30%, 2) the next stage - modify Credit note to 30% - the client pays his next 40% of the Invoice, and 3) delete Credit note to let the client pay the rest 30% of the invoice
You can’t “update the credit note”, only delete it entirely and then issue a new one with a new number. But generally speaking it’s a bad idea to modify or delete any document (invoice, credit note, whatever) after it has been sent to a customer, since they may already have used the invoice/credit note to claim input VAT on their own VAT returns. You don’t want two different versions of the same invoice number floating around, that’s a recipe for confusion and arguments (“what do you mean invoice 12345 says I owe you £1000, the copy I have in front of me clearly says £300…”)
It sounds from the way you describe things like a credit note isn’t really the right tool for you anyway. Credit notes are for when you’ve invoiced a customer for a certain amount but then you either need to refund something they’ve already paid or reduce the amount they owe (e.g. if some of the goods arrived damaged). Your situation isn’t like that, you’re just saying to your customer “you owe me this much in total, please pay 30% on date X, 40% on date Y and the final 30% on date Z”. If they insist on having a separate invoice for each staged payment then would it work for you to send them an estimate (instead of an invoice) for the initial confirmation that shows the full amount? And then send a separate invoice for each 30/40/30 staged payment, but put a note on all the invoices linking them back to the same estimate number?
If you want to call it a “quote” or “pro forma” rather than an “estimate” you can configure that wording in the QuickFile settings.
@ian_roberts thanks for your advice,
youre 100% right, my situation is “you owe me this much in total, please pay 30% on date X, 40% on date Y and the final 30% on date Z” Ill check quotation and Proforma options in the QuickFile settings.
Never the less, in my current situation is it better to delete a credit note or make the new invoice? All the items are already noticed in existing invoice, so if I make another invoice - I have to supply 2 times more items to cover all 2 invoices.
So, it seems deleting the credit note is the only option for now
So what have you done so far? Invoiced the customer for 100 widgets and then made a credit note for 70 widgets? So they’ve only paid you for 30, in which case can’t you just invoice them for 40 widgets now and then another 30 when the final payment is due? Why would you have to “supply 2 times more items”?
But yes, in future it sounds like you need to use the estimate facility in QuickFile to create an overall “order confirmation” or whatever you want to call it, then raise staged invoices that just say “30% deposit for order X”, etc.
@ian_roberts if this counts as you say(100 widgets invoice with a credit note for 70% = 30 widgets paid) then it seems the best option is to make 2 more invoices for 40 and 30 widgets to cover the rest of payments. At least we can offer 2 options to the client either to make 2 more invoices or to stick with one invoice and delete the credit note. Thanks a lot for your advice.
Please suggest is there any different status for the invoice after the goods were supplied or we can just leave it as it is?
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