The Goal: Permanently delete an invoice from the system when it was created in error and must be removed entirely — understanding that this action is irreversible.
Before You Begin:
- IMPORTANT! This action is irreversible and not recommended. When you delete an invoice, it is removed from the system completely, creating a gap in your invoice sequence with no record of it.
- Deletion is available only if the invoice date falls within the "Allow Deletion for (days)" window configured in your General Finance settings. See Configure Finance Defaults for details.
- You cannot delete an invoice with a zero balance (a paid invoice). If the invoice has been paid, you must first delete or unapply the payment, then delete the invoice.
- Consider voiding the invoice instead of deleting it — voiding maintains a record in the system.
Steps to Delete an Invoice
- Open the member's contact record and click the Billing tab — or go to Finance, Billing section, click All Sales/Invoices.
- Click the hyperlink for the invoice you wish to delete.
- Click Delete. NOTE: If the Delete button is not displayed, you are outside the configured deletion window. See Configure Finance Defaults for more information.
- Click OK to confirm the deletion.
Common Pitfalls
- Delete button not visible: You are outside the deletion window, or the invoice is paid. Check both conditions. To delete a paid invoice, first unapply the payment.
- Gap in invoice sequence: Deleting an invoice creates a missing number in the sequence. If you need to correct an invoice but retain a record, use Void an Invoice instead.