Amend a paid invoice

Setup required before use	Who Can Use It?	Where Is It?
Credit number settings Sync Tax adjustments to accounting system Create a credit note document template	Project manager Director Administrator System Administrator	Projects > Invoices tab

A past invoice requires amendment. The invoice should have only listed the sub projects that included an invoice value, and the invoice period was set incorrectly. The invoice in Synergy and the accounting system is already shown as paid in full.

Click the image above to view the invoice that is paid in full.

The invoice was created last year in Synergy and sent to Xero using Synergy Connect for Xero. The payment was received for this invoice and applied in your accounting system. Synergy Connect for Xero was run again and the payment was imported into Synergy and allocated to the invoice.

The invoice now requires amendment and the updated invoice needs to use the same invoice number.

First we need to remove the invoice payment from Synergy and the accounting system. After the payment has been removed, we can then cancel the Synergy invoice and sync the credit note to the accounting system. The credit note is then applied to the invoice in the accounting system.

1. Locate the invoice in the accounting system. In Xero you can find the invoice by:
   1. Opening the company file.
   2. Go to Accounts > Sales.
   3. Select the 'Paid' invoice filter.
   4. Select the invoice number that needs to be altered from the list.
2. Delete the payment allocated to the invoice. In Xero you delete a payment by:
   1. In the open invoice select the 'Payment' shown. This is a hyperlink that opens the 'Transaction: Payment' function.
   2. Select Options > Remove & Redo.
   3. The invoice payment has now been deleted in Xero.
      
      
      _{Click the image above to see how to delete the payment in Xero.}
      

3. Next the invoice payment needs to be deleted manually in Synergy by:
   1. Opening the Project > Invoices tab.
   2. Apply the 'Paid' invoices filter in the top right corner to make it easier to locate the invoice.
   3. Double click the invoice to open it.
   4. Select the Payments tab of the open invoice.
   5. Highlight the payment in the list and select the delete button in the toolbar.
   6. Click Yes on the confirmation pop-up message.
   7. The payment has now been deleted in Synergy.
      
      
      _{Click the image above to see how to delete the payment in Synergy.}
      

4. Cancel the invoice in Synergy that requires amendment. As we cannot amend a 'final' invoice in Synergy, we will need to cancel and re-issue the invoice to the client. Cancel the invoice in Synergy by:
   1. Opening the invoice.
   2. Select the 'Cancel the invoice' button in the toolbar.
      
      
      _{Click the image above to see the cancel invoice button.}
      
   3. Update the 'Cancel Date' field to the required date for the credit note. It is recommended that the 'Cancel Date' is changed to the same date as the original invoice to make it easier to balance revenue reports.
   4. Click Finish.
   5. The invoice has now been cancelled in Synergy and a credit note has been created.
      
      
      _{Click the image above to see how to cancel the Synergy invoice.}
      

5. Sync the credit note for the cancelled invoice to your accounting package from Synergy. Using Synergy Connect for Xero this requires you to:
   1. Open Connect > Xero Connect.
   2. Click the Run button in the toolbar.
   3. Request a confirmation code from Xero and enter it in Synergy.
   4. Click the Connect button.
   5. Click the Preview button.
   6. In the preview results window the credit note created is shown on the 'Credit Lines' tab.
      Note: If the credit note is not listed, go back to the Start of the Xero Connect wizard and check the 'From Date' in the settings. The date needs to be on or before the credit note date for it to be displayed in the Preview panel. If the date is correct and it is still not shown, then use the 'Skipped' button in the bottom right corner > click on the Credits tab and add the credit note back into the preview panel by clicking the plus button.
   7. If all the other items are OK to be sent to Xero, click the Run button.
   8. The credit note for the cancelled invoice is now in Xero.
      
      
      _{Click the image above to see the credit note in Xero Connect.}
      

6. Apply the credit to the invoice in your accounting system. Complete this in Xero by:
   1. Go to Accounts > Sales.
   2. View all invoices using the 'Awaiting Payment' filter.
   3. A row will exist for the invoice (that we deleted the payment from) and the new credit note.
      
      
      _{Click the image above to see the credit note in Xero.}
      
   4. Select the credit note row to open it.
   5. Select Credit Note Options > Allocate Credit.
      
      
      _{Click the image above to see the allocate the credit note menu option in Xero.}
      
   6. Enter the full credit note value against the invoice that was cancelled in Synergy. Type this into the 'Amount to Credit' field.
   7. Click the Allocate Credit button.
      
      
      _{Click the image above to see how save the credit note allocation in Xero.}
      
   8. The credit note has now been allocated to the invoice. Both the invoice and the credit note will now have a 'Paid' status in Xero.
      
      
      _{Click the image above to see the credit note successfully allocated in Xero.}

In this step we need to update the existing Synergy and Xero invoices to have a different invoice number. After the invoice number has been changed on the existing incorrect invoice, we can then create the new invoice in Synergy. The new invoice in Synergy can then be updated to have the original invoice number. The new invoice is then sent to Xero using Synergy Connect.

1. Change the invoice number on the cancelled invoice in Synergy by:
   1. Open the Project > Invoices tab in Synergy.
   2. Apply the 'Cancelled Invoices' filter in the top right corner to locate the original invoice in the list.
      
      
      _{Click the image above to see the Invoices tab filter options in Synergy.}
      
   3. Double click the original invoice to open it.
   4. Select the Action menu > Change Invoice # option.
      
      
      _{Click the image above to see the change invoice number menu option.}
      
   5. Type a new prefix for the invoice and leave the existing number as is. This makes it easier to locate in the future.
      
      
      _{Click the image above to see how to change the invoice number in Synergy.}
      
   6. Click Save.
   7. The updated invoice number is now shown on the cancelled invoice in Synergy.
      
      
      _{Click the image above to see the updated invoice number in Synergy.}
      
2. Change the invoice number on the credited invoice in the accounting system. Invoice numbers can be changed in Xero by:
   1. Locate the invoice in Xero using Accounts > Sales > Paid invoices filter.
   2. Select the original invoice number in the list to open it.
   3. Changes to the credited invoice in Xero are not allowed until the existing credit note has been voided (deleted).
      
      
      _{Click the image above to see the invoice cannot be updated in Xero.}
      
   4. Select Invoice Options > Edit.
      
      
      _{Click the image above to see the edit the invoice menu option in Xero.}
      
   5. Open the credit note that has been applied to the invoice by clicking on the Credit Note hyperlink. Select Credit Note Options > Void.
      
      
      _{Click the image above to see the void the credit note menu option in Xero.}
      
   6. Return to the invoice now that the credit note has been removed.
   7. Select Invoice Options > Edit.
      
      
      _{Click the image above to see the edit the invoice menu option in Xero.}
      
   8. Change the invoice number field to match the adjusted invoice number in Synergy. i.e. change the prefix and leave the number as is.
   9. Click the Update button.
      
      
      _{Click the image above to see how to update the invoice number in Xero.}
      
   10. The Invoice Number is now shown as updated. Next we need to manually apply a credit note to this invoice.
   11. Click the Invoice Options menu > Add Credit Note.
       
       
       _{Click the image above to see how to add a credit note in Xero.}
       
   12. Add a credit note for the full value of the original invoice and apply a unique credit note number.
   13. Save the credit note.
       
       
       _{Click the image above to see how to save a new credit note in Xero.}
       
   14. If you view the paid invoices list in Xero you can see there are now three lines. The original invoice, the voided credit note, and the manually applied credit note.
       
       
       _{Click the image above to see the allocated credit note in Xero.}
       
3. Create a new invoice in Synergy and change the invoice to the original invoice number by:
   1. Opening the Project > Invoices tab.
   2. Click Create Invoice in the toolbar.
   3. Select the Sub Projects to be included on the invoice.
   4. Set the Invoice Date.
   5. Select the Invoice Period. This is used to select which transactions are included on the invoice.
   6. Select who the invoice will be addressed to.
   7. Type a note to describe why the invoice is being sent.
   8. Save as Draft.
   9. Create Final Invoice.
   10. The invoice is now created with the next available invoice number.
       
       
       _{Click the image above to see how to create a new invoice in Synergy.}
       
       
   11. Select the Action Menu > Change Invoice Number.
   12. Change the invoice number back to the original invoice number and Save.
       
       
       _{Click the image above to see how to change the invoice number in Synergy.}
       
   13. The invoice number has now been changed in Synergy back to the original invoice number.
       
       
       _{Click the image above to see the updated invoice number in Synergy.}
       
4. Sync the new invoice to the accounting system. This is done using Synergy Connect for Xero by:
   1. Open Connect > Xero Connect.
   2. Click the Run button in the toolbar.
   3. Click the 'Request a new code' button.
   4. Sign into Xero and generate the confirmation code.
   5. Enter the confirmation code into Synergy and click the Connect button.
   6. Click the Preview button.
   7. The newly created invoice is shown on the 'Invoice Lines' tab.
   8. Check all the data shown is correct, then click the Run button.
   9. The new invoice is now in Xero.
      
      
      _{Click the image above to see the new invoice in Xero Connect.}
      
   10. Close Xero Connect.

The re-created invoice now needs to be set as paid in both the accounting system and Synergy. After sending the payment to Synergy using Connect, we then need to alter the Synergy Connect 'Export date' settings back to the current period. This is to prevent older data from Synergy being sent to the accounting package for a 'locked' or 'completed' period.

1. Enter a payment for the re-created invoice in the accounting system. This would be done in Xero by:
   1. Go to Sales > Accounts > Awaiting payment invoice filter.
   2. Locate the re-created invoice in the list.
   3. Select the invoice row to open it.
   4. In the 'Make a Payment' box under the invoice, enter the value and payment date then click the 'Add Payment' button.
      
      
      _{Click the image above to see how to add a payment in Xero.}
      
   5. The invoice is refreshed and is now shown as paid in full in Xero.
      
      
      _{Click the image above to see the paid invoice in Xero.}
      
2. Import the payment to Synergy from your accounting package. This can be done using Synergy Connect for Xero with 'Import Payments' enabled by:
   1. Open Connect > Xero Connect.
   2. Click the Run button in the toolbar.
   3. Click the 'Request a new code' button.
   4. Sign into Xero and generate the confirmation code.
   5. Enter the confirmation code into Synergy and press the Connect button.
   6. Click the Preview button.
   7. Select the 'Import Payments' tab and the newly entered payment is shown.
      
      
      _{Click the image above to see the payment in Xero Connect.}
      
   8. After checking all the other items shown in the wizard are correct, click the Run button.
   9. The invoice is now shown as paid in full in Synergy.
      
      
      _{Click the image above to see the paid invoice in Synergy.}
      
3. Change the 'Export From' date for Synergy Connect. This is done to make sure that Synergy doesn't send invoices for a previous 'locked' period in the accounting system. Alter this setting for Synergy Connect for Xero by:
   1. Open Connect > Xero Connect.
   2. Click the Run button in the toolbar.
   3. Click the 'Request a new code' button.
   4. Sign into Xero and generate the confirmation code.
   5. Enter the confirmation code into Synergy and press the Connect button.
   6. Click Next to open the 'General setting' screen in the wizard.
   7. Click into the 'From Date' field and select the new date in the calendar. i.e. change it back to only export data from 2018.
      
      
      _{Click the image above to see how to change the export from date option in Xero Connect.}
      
   8. Click the Preview button.
   9. The updated settings have now been saved. You do not need to run another Xero Sync. Press Close to exit the wizard.