This article will explain how to best deal with editing and voiding of invoices in two scenarios.
Scenarios
1. You had to make a change to the job sheet, this automatically creates a new invoice. You need to manually remove the old invoice from the three systems because the current integration only works one way. The project team is working with the vendor on a solution, but in the meantime, the workaround is to edit the job sheet > create the new invoice > manually void the old invoice from all three systems. We are speaking to the vendor about creating a 'void' integration.
2. Someone has been invoiced and you need to change the invoice. Upon changing the invoice a new one will be created and you will have to manually remove the old one from the three systems because the current integration only works one way. The reason is for this limitation is that invoices should not be edited without generating a new one. This is to prevent fraud. Unfortunately, the system does not allow the previous invoices to be voided across all three systems automatically. Therefore, the workaround for now is to edit the invoice > generate the new invoice and then manually void the old invoice from all three systems. This is not ideal and the project team is working on a better solution.
How to void invoices in all three systems
Open the invoice in Vital, click on the green sync to vital button, then click on the View on Xero button.
Click on the trashcan to void the invoice in Vital.
Click on the 'Void' to void the invoice in Lightspeed.
Click on the three dots next to 'add payment' and pick 'void' to void the invoice in Xero.