Sometimes you may need to reverse a sale, meaning that you need to issue a credit equivalent to the total amount of the original invoice previously created for that sale.
There are two possibilities:
1. In the Point of Sale
You can access the Point of Sale by pressing the F1 key or from the Point of Sale tab in the main menu on the left. In the Point of Sale, click on the magnifying glass at the top right, next to #Estimate.
Select the Invoice step in the Step window to filter your search. Click on the invoice you want to reverse.
Once your listing is displayed on the screen, locate the Actions > Reverse button, the one with the recycling symbol, at the bottom right of the page.
When you click the button, GEM-CAR will ask you to confirm the reversal with the message: “Are you sure you want to reverse this sale?” Click Yes.
GEM-CAR will immediately duplicate the original sale, but with negative quantities.
The two sales are exactly identical. The sale 1395 that has just been generated is simply the negative copy of the first one (1365). All billable amounts on this sale will also be in negative — including the subtotal, applicable taxes, and the total. Click on Payment located at the bottom right of the screen.
Verify the amounts and click Send. It is important that the selected payment method are exactly the same.
Once the payment is confirmed, you will now have a new invoice. This one will cancel the previous one. The PDF copy will be stored in the Documents tab of the sale.
Note: If it is the reversal of a receivables payment, the steps are the same; the amount will simply be credited to the customer by being reinserted into the receivables account.
2. In the Sales tab
In the menu on the left, click on Sales > Sales to display the Sales list.
To reverse an invoice, start from the invoice number. If it's an invoice created from a very recent sale it will appear on the page you have on screen. Simply click on the corresponding line to bring the sale in question on the screen.
If you don't see the number of the invoice you need to reverse on the screen and you don't want to have to scroll down pages and pages to find the sale from which this invoice was created, the alternative method is to search by the number of the invoice. If the search field is not already open, click on the yellow button with the magnifying glass in the top right corner of the screen to bring it up.
Now click on the line to bring the sale to the screen.
Once your listing is displayed on the screen, locate the Actions > Reverse button, the one with the recycling symbol, at the bottom right of the page.
When you will click on the button, GEM-CAR will ask you to confirm the action: ''Are you sure you want to reverse this sale?''. Click on Yes.
GEM-CAR will immediately duplicate the original sale, but with negative quantities.
The two sales are perfectly identical, except that in the sale number 1317 you've just created, you'll find the "-" sign in front of the number entered in the Quantity field on each of the lines presenting the products or services forming the subject of the sale, which means it is negative.
All billable amounts on this sale will also be negative, as will the subtotal, applicable taxes and total. Click on Payment at the bottom right of the screen. Check the amounts and click on Send.
Then, after requesting and obtaining your confirmation, GEM-CAR will create for you the invoice number 9938, which is the reversal of your original invoice number 9937. It will be filed in the Documents tab of the file.
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