Sales

Editing, Voiding and Restoring

A posted sales document is never edited in place. Update voids the original and issues a replacement; Void keeps the document in history; Restore brings a voided document back. Here is exactly what each one does.

A sales document in Draft is free to change. The moment it is saved it is a financial event: a journal is posted, the number becomes permanent, and the record has left your hands. Trabalance therefore offers no in-place edit of a posted document. It offers three separate acts instead — Update, Void and Restore — and each one is explicit about what it does to the ledger.

All three live in the More menu on the document page. None of them is a bare button, which is deliberate: an action that voids a customer's invoice should take two decisions, not one.

The More menu on a posted invoice, and the two confirmations that stand between you and a changed document.

The three acts

Action	What it does	What survives
Update	Voids this document and opens a new form pre-filled with its contents. Saving creates a replacement with a new number.	The original stays in history as Voided. The replacement is a separate document with its own number and its own journal.
Void Document	Marks the document void and retires its journal. Nothing is deleted.	The document remains readable, with a Voided badge, and is excluded from balances and reports.
Restore	Returns a voided document to Active and reactivates its journal entries.	The original number. Restore does not create a new document.

Update — void and replace

Choosing Update on anything other than a Draft opens a confirmation before you reach the form:

Update document? This invoice has already been approved and may have been sent to your customer. What will happen: INV-000127 will be voided · A new invoice with a new number will be created. Tip: To avoid this, keep documents in Draft until all details are confirmed.

Confirming takes you to a pre-filled form. Nothing has happened yet at that point — the void and the replacement both occur when you save the new document. If you close the form instead, the original is untouched.

On a Draft, Update skips the confirmation entirely and simply reopens the form, because a draft has posted nothing.

The Update confirmation states the two consequences before you reach the form.

When Update is offered

Update appears only when the document's status is one of Open · Unpaid · Unmatched · Draft · Partly paid · Partly fulfilled, or when an approval workflow has returned it to you for revision. A Paid invoice, a Fulfilled order or a Voided document offers New instead.

It is also withheld in four specific cases:

Situation	What you see instead
The document is voided or deleted	Restore, and New.
An approval workflow has it pending or in progress	No Update. Approve, return or reject it first.
A Receipt or Payment that came from an uncategorised bank line	A greyed-out Update carrying the reason: "Uncategorized receipts/payments are locked to the bank-feed ledger — void and recreate to correct."
A Payment Advice that is still Unconfirmed	Confirm Payment. The advice must be confirmed before it can be changed.

⚠️Update is not available on every sales type

Update currently reaches the edit form only for document types that have an update route: invoices, receipts, credit notes, sales orders and delivery notes. Choosing Update on an Estimate, a Sales receipt, a Customer refund or a Proforma invoice navigates to a page that does not exist. On those types, void the document and create a fresh one instead. This is a known defect and has been reported.

Void — the document stays

Void Document asks you to type the document number before the button becomes active:

Void document? This will mark INV-000127 as void and may affect related transactions and reporting. The document stays in history with a Voided badge.

Typing the number is the whole safeguard. There is no undo prompt afterwards — but there is a Restore, below.

Voiding requires either the Administrator role or delete permission on the document's own feature, and is blocked while an approval is pending.

✅Void is the delete-class action

There is no separate Delete on a sales document. Voiding is how a document is withdrawn, and it is deliberately non-destructive: the number is never reused, the record stays readable, and an auditor can still see that the document existed and was withdrawn.

Restore

Restore appears in the More menu only when the document's status is Voided or Deleted:

Restore document? This will restore the document back to Active status. Any associated journal entries will also be reactivated.

Because restoring re-posts the document's financial effect, treat it as a posting action rather than an undo of a typo. If you voided an invoice and issued a replacement, restoring the original will put both on the customer's account.

Statuses you will see through this

Status	Meaning
Draft	Nothing posted. Edit freely — Update opens the form with no confirmation.
Unpaid	Posted, nothing collected. Update, Void and Write Off are all available.
Partly paid	Posted, part collected. Update still offered — the replacement will need its payments re-applied.
Paid	Settled. Update is withdrawn; New is offered instead. Void is still possible.
Voided	Withdrawn. Excluded from balances and reports. Restore is the only action that changes it.
Pending Approval	Awaiting sign-off. Update and Void are both withheld until the workflow finishes.

Choosing between Update, Void and a credit note

Situation	Do this	Why
The invoice has a typo and the customer has not seen it	Update	The replacement carries the corrected detail; the original is voided the same moment.
The invoice was issued to the wrong customer	Void, then create a fresh one	A replacement inherits the wrong party — start clean.
The customer has the invoice and the amount is wrong	Credit note	Both sides need a paper trail of the adjustment. Voiding a document the customer already holds leaves them with a number that no longer exists in your books.
The customer will never pay	Write Off as Bad Debt	The sale genuinely happened; the loss belongs in Bad Debt Expense, not in a void.

What the write-off actually posts: Writing off bad debt.
Raising a credit note instead: Credit notes.
Why an approval can withhold these actions: Approval workflow.
Everything else the document page can do: The document page.

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