Issued invoices are frozen
An issued invoice never changes again. Corrections run through a credit note or a new document.
Issuing turns an invoice into a document. Amount, positions, tax rate and recipient details are recorded and do not change afterwards, whatever you turn later on plans, prices or settings. Selfdesk knows no way to withdraw an issued invoice.
What is frozen:
| What | Effect |
|---|---|
| positions and amounts | a later price change on the plan does not touch them |
| tax rate and calculation basis | switching the tax mode changes no PDF that went out |
| the recipient's name and address | a later billing-address change applies to new invoices |
| the invoice number | it is assigned and not reused |
What follows from that:
- Correcting means crediting. A wrong invoice is not overwritten but balanced by a credit note or a new document. You do that in your accounting system.
- The PDF is produced on first opening. It reads the frozen basis, not today's state, and therefore shows the same cent years later.
- The amount can differ from today's list price. What a member pays depends on the plan they hold, on the price of the billing month, on a missing agreement and on an individual price, if one was agreed. See A member still pays the old price.
- The invoice names its version. Below the totals it says which version of the price list it was calculated by, for an individual price “Calculated by agreement”. See Version.
- A backdated plan change fails against an existing invoice. See A backdated plan change is rejected.
- A kiosk purchase can only be cancelled while it hangs on no invoice. Afterwards a partial refund with a correction receipt remains; the original stays untouched. See Cancel or refund a purchase.
- If you invoice through Lexware Office, this applies twice over. A finalised invoice at a real customer cannot be pulled back, which is why a second run for the same month refuses it.