Can I edit an invoice that is already Paid?

The edit action is on the row, but changing lines or tax on a paid invoice leaves the allocation out of step. Move the payments first, edit, then re-allocate, or raise a credit note.

I deleted an invoice. Does the number get reused?

Not automatically. The series continues from the next Start Index. If your rules require continuous numbering, edit the next invoice’s number to fill the gap, or keep a note of the cancelled number.

Docs · Invoices · How-to

Cancel or edit an invoice

You will have the invoice corrected or removed, the bookings released or re-billed, and the customer or supplier balance back in line with what was actually agreed.

Open NShine ERP All docs

Every row on Invoices › Customer Invoice and Invoices › Supplier Invoice has edit and delete actions. Editing reopens the same form you used to create the invoice; deleting removes it and returns its bookings to Pending Invoice.

The one thing to check first is money. An invoice with Payment Status Partial or Paid has payments allocated to it, and those have to be dealt with before the invoice changes.

Before You Start

You know the invoice’s Payment Status on the list: Unpaid, Partial or Paid.
If the invoice has been sent to a customer and your tax rules do not allow altering an issued invoice, you have decided to raise a credit note instead of editing. The CN series exists under Settings › Invoice Settings.

Steps

Open Invoices › Customer Invoice (or Supplier Invoice) and find the invoice.
Read its Payment Status and Received Amount. If it is Unpaid, go straight to step 5.
Click the payments action to see the receipts allocated to it. Note the receipt numbers; the Advance / Against Voucher allocation on each payment is what ties the money to this invoice.
Open each payment under Payments › Customer Payments and move or remove its allocation to this invoice. Reallocate it to another open invoice, or switch it to an Advance Payment so it waits for the next bill. Do this before editing or deleting the invoice.
Click edit to change dates, reference, tax rate, RCM, notes or the bookings on the invoice, then Save. Add or remove booking lines here. Removed bookings go back to Pending Invoice.
Click delete instead if the whole invoice was raised in error. Confirm the prompt. The number is not reused automatically; the series continues from the next index.
Re-allocate any payments you parked in step 4 to the corrected or replacement invoice.

What you can change on edit

Field	Safe to change when	Watch out
Invoice Date, Due Date	Any status	Age Days and ageing buckets move with the Invoice Date
Reference no, Notes	Any status	Reprint after the change
Tax Rate, Apply RCM	Unpaid	Changes Amount to Receive; allocated payments may no longer match
Booking lines	Unpaid	Removed bookings return to Pending Invoice; totals change
Customer Name / Supplier Name	Unpaid, no payments	Moves the balance between two ledgers
Invoice No.	Before it is sent	Keep the series continuous

What This Changes

Editing the lines or tax recalculates Invoice Amount and Amount to Receive; the customer’s or supplier’s Current Balance moves by the difference.
Removing a booking sets it back to Pending Invoice so it can be billed again.
Deleting an invoice reverses its ledger entry and removes it from the list, the aging report and the dashboard’s Total Invoices.
Payments stay as receipts; only their allocation changes. The receipt number and the cash or bank entry are untouched.

Tips

For an issued invoice, prefer a credit note and a new invoice over editing. The audit trail stays clean and the customer’s records match yours.
If a customer short-pays and will not pay the rest, leave the invoice Partial and record the difference as an adjustment with your accountant, rather than lowering the invoice.
Check the Single Customer Statement after the change; it should show the corrected total and the same receipts as before.

Frequently asked questions

Need Help?

Chat with the NShine ERP support team on WhatsApp at +91 79950 87755, or ask from inside the app. Last checked 9 November 2026 against app.nshineerp.com.