How to Cancel Synergy AEC

To cancel an invoice in Total Synergy, follow these steps:

Opening the Invoice

• Open the project and navigate to the Project Menu > Financial > Invoices section.
• Click on the invoice you wish to cancel.

Canceling the Invoice

• Click on the ellipses at the top right of the invoice and select ‘Cancel or credit invoice’.
• Select the ‘Cancel the invoice’ option.

Entering Optional Details

• In the cancel credit creation page, you can enter the following details or leave them with the default values:
  • Credit note text: Type a reason to explain why the write-off credit note is being created.
  • Prefix and number: Select an alternate credit note number prefix and assign the next available number in the sequence.
  • Credit date: Set the date for the credit note document. Choose either the invoice date, today’s date, or select a date from the calendar.

Saving the Changes

• Click Save at the top right.

Post-Cancellation Steps

• The cancelled invoice will still be visible in the invoice list but will now have a ‘Cancelled’ status.
• If you need to reuse the invoice number, you will have to create a new set of invoice numbers with a different prefix (e.g., ‘CAN’) and modify the cancelled invoice number accordingly.

Reusing the Invoice Number

• Go to Organisation > Settings > Organisation > Invoice numbers and click Add.
• Set your Invoice Prefix to ‘CAN’ and ensure the number format matches your normal invoice number.
• Go to the invoice list, click the pencil icon for the cancelled invoice, and select ‘Modify’.
• Change the prefix from ‘INV’ to ‘CAN’ and save.

Deleting the Cancelled Invoice (Optional)

• Only a Synergy System Administrator can delete a cancelled invoice.
• To delete the cancelled invoice, select the ‘…’ in the top right hand corner of the cancelled invoice > Delete.
• Click Delete on the confirmation pop-up. This will remove the original invoice and the cancel credit note, allowing you to reuse the invoice/credit numbers if required.

Important Notes

• You cannot cancel an invoice that has an existing credit or payment on it. Before cancelling, you need to remove any payments and reverse any credits.
• Cancelled credit notes cannot have a date earlier than the original invoice date.
• If you are using the Xero, MYOB, or QBO Connect feature, you need to sync the cancelled invoice first before proceeding to ensure the cancellation credit is applied correctly.