Cancelling or correcting a receipt

Summary

A receipt can be corrected at any stage, but how depends on whether it is already confirmed. Before confirmation, correcting simply means capturing again. After confirmation, every correction leaves a trail: it asks for a reason, is posted as a stock adjustment and respects whatever was already invoiced or already left the warehouse.

Before you start

Action	Permission	Default roles
Fix the capture before confirmation	Capture Receipts	Super Admin, Admin, Supervisor, Worker
Return to capture, edit a confirmed receipt, cancel	Confirm Receipts	Super Admin, Admin, Supervisor
Change client or number	Amend Document Identity	Super Admin, Admin, Supervisor

If the receipt already has charges on an invoice, you will also need someone in billing to cancel that invoice. See Editing and correcting invoices.

Which option do I use?

Situation	Option
The receipt is in review and the capture has errors.	Return to capture or Edit capture.
Confirmed with a wrong quantity, location, lot or damage; a line is missing or extra.	Edit (confirmed receipt).
Recorded under the wrong client, or the number is wrong.	Correct client / number.
The receipt should not exist (duplicate, truck that never came).	Cancel receipt.

Before confirmation

Pending or In progress — open capture and fix it; you can add, change or remove lines and truck details.
Captured — the supervisor uses Return to capture with notes for the operator, or anyone with capture permission uses Edit capture. See Reviewing and confirming a receipt.

Until confirmation, none of this touches stock or charges.

Editing a confirmed receipt

Open the confirmed receipt and click Edit (amber button at the top right).
Read the notice “Editing a confirmed receipt”: changes to lines, quantities or locations generate automatic stock adjustments; the receipt stays confirmed and no email is sent.
Enter the Reason for this edit — required, 3 to 500 characters. For example: “Wrong location captured; moved to A-12”.
Fix it — it is the same capture editor: quantities, damage, location, lot, package, dimensions, new or removed lines, truck details and reference.
Click Save changes — “Receipt updated. Inventory was reconciled with tracked adjustments.” appears.

On save, the system computes the net difference per product, location and lot between what there was and the new values, and applies it as a stock adjustment with the reason you wrote. Those adjustments appear in the adjustment history like any other. See Adjustments and movements. The reason, with your name and the time, is also kept on the receipt along with the last edit date.

The receiving charge is recalculated with the new quantities, as long as it has not been invoiced yet. If the customer has no such charge in their rate card, editing does not create it. The receipt note is regenerated with the new data.

Important: if the correction subtracts goods that were already reserved for a shipment, shipped or moved to another location, the system blocks the whole save and says how much is still available. Release that reservation or shipment first.

What editing does not save

Important: when editing a confirmed receipt, the screen still shows the evidence photo panel and the customer’s custom fields, but those changes are not saved: new photos and custom field values are discarded when you click Save changes. To add evidence to a confirmed receipt, upload it as an attachment in the documents panel on the detail page. Also, as in capture, clearing a truck field does not erase it: replace it with a dash.

Correcting the client or number

With the Amend Document Identity permission, Correct client / number appears under the receipt number (and Change client in the capture editor).

Pick the new client and/or type the new number. Leave “Keep current” on what does not change. Only clients of the same warehouse are offered.
Enter the reason — required, 3 to 500 characters.
Click Apply correction — “Document identity corrected and logged.” appears.

Number — if you change the client and type no number, the system generates one from the new client’s sequence: the receipt never keeps the wrong client’s number. A number typed by hand takes priority, but it cannot repeat another receipt’s.
Lines of the previous client — one client’s products cannot stay on another client’s receipt. If there are such lines, the system does not delete them silently: it shows which ones and asks you to check “Yes, delete those … line(s) and change the client”. The receipt keeps its photos, documents and history.
Confirmed receipt — changing the client moves ownership of the stock to the new client and takes the unbilled charges with it (receiving, additional services and accessorials), recalculated with the new client’s rate card. It is blocked if any charge was already invoiced or if those goods were already reserved, shipped or edited.
Documents already sent — emails and PDFs already sent keep the old number.

Every correction goes into the receipt’s Correction history: what changed, from what to what, who, when and why.

Cancelling a receipt

Open the more actions menu (the three dots next to the step bar) and choose Cancel receipt.
Enter the cancellation reason — required, 3 to 500 characters. For example: carrier rescheduled, wrong customer, duplicate ASN.
Choose — Cancel receipt, or Cancel & create new to immediately open a new walk-in receipt for the same client. Keep receipt closes the window without doing anything.

The receipt becomes Cancelled with a red box showing who cancelled it, when and why. Its lines are not deleted: they stay as a record of what it said.

If the receipt was already confirmed, the window warns beforehand how many lines and pieces will be reversed and that its unbilled charges will be removed.

What happens to stock and charges

Action	Stock	Charges	Advance ship notice	Email
Cancel before confirmation	Nothing (never went in).	Nothing (none were created).	No change; the notice’s remaining quantity goes back up.	Not sent.
Cancel a confirmed receipt	Everything that went in is reversed, as adjustments with the cancellation reason.	Unbilled ones are removed. If any is already invoiced, it cannot be cancelled.	If it was its only confirmed receipt, the notice goes back to Sent.	Not sent.
Edit a confirmed receipt	Only the net difference is applied, as an adjustment with your reason.	The receiving charge is recalculated if not invoiced.	No change.	Not sent; can be resent.
Change client on a confirmed receipt	The stock moves to the new client.	Unbilled ones move to the new client, at their rates.	No change.	Not sent.

Important: you cannot undo an inbound entry whose goods already left. If part of the receipt was already reserved, shipped or moved, cancellation is blocked and the message says which product and how much is still available. See The life of stock.

Examples

Wrong quantity — 120 pieces were confirmed and there were 102. Ana López clicks Edit, changes it to 102 and writes “capture error, recounted”. The system creates a −18 adjustment at the location and the receiving charge (per piece, unbilled) drops to 102.
Wrong client — a Central Warehousing receipt was captured under Southern Logistics, with a manual item. Carlos Ruiz uses Correct client / number, picks Central Warehousing and enters the reason; since the manual item belongs to Southern Logistics, the system asks to confirm its deletion. The receipt gets a number from Central Warehousing’s sequence.
Duplicate receipt — two people created the same walk-in receipt. The one with no capture is cancelled with the reason “duplicate of …”.

Best practices

Write reasons someone else will understand six months from now.
For a wrong quantity or location, edit; do not cancel and redo: you lose the arrival date and the history.
Correct the client before invoicing: afterwards it is no longer possible.
Fix the receipt before putting away or shipping the goods.
If the customer already got the email with wrong data, resend it after correcting and explain the change.

Troubleshooting

“This receipt already has invoiced charges. Cancel or remove the invoice first.”

An invoice includes charges from this receipt. Cancel that invoice in billing and try again, or handle the difference as a billing adjustment.

“Cannot cancel: stock from … was already reserved, shipped or moved (available: …).”

Those goods are already committed. Release the reservation or cancel the shipment using them, or move them back to their original location, and try again.

On saving the edit, the message says a line cannot be edited because it was already reserved, shipped or moved.

You are subtracting more than is still available at that location. Check the reservation or shipment using it.

“This receipt is already billed; the client cannot be changed. Handle it as a billing adjustment.”

Cancel the invoice first, or keep the client and correct it in billing.

The client change says the stock was already reserved, shipped or edited.

A confirmed receipt that was already edited or whose goods were used cannot change client safely. Cancel and recreate the receipt.

“Could not generate a unique number from the new client’s sequence. Type the new number manually.”

Type the new number by hand in the same form.

“No changes: pick a different client or number.”

The chosen client and number are the ones the receipt already has.

I do not see the Edit button.

It only appears on confirmed receipts and with the Confirm Receipts permission.

Frequently asked questions

Can I reopen a cancelled receipt?

No. Cancellation is final. Create a new receipt; Cancel & create new takes you straight there with the client already selected.

What if the receipt is already invoiced?

It cannot be cancelled or change client while the invoice exists. Cancel the invoice first or handle the correction as a billing adjustment. You can still edit quantities or locations: stock is adjusted, but the invoiced charge is not touched.

Is there a record of who corrected it?

Yes. Edits are in the stock adjustments and on the receipt with their reason; client or number corrections are in the correction history; and cancellation is on the receipt itself with user, date and reason.

Does the customer learn about a cancellation?

Not by email. They see the receipt as cancelled in their portal. If they already got the confirmation email, tell them yourself.