Creating Refunds

If the full advance amount paid by the customer is not used, the remainder of the amount can be refunded to the customer as follows:

1. Find the advance invoice via the customer or matter window, or in the Financial Management Advance Invoices folder. 
2. Select the advance invoice. 
3. Select Refund Advance on the ribbon. 
4. All refunds are visible in the Payment List report under their own headline.

The advance invoice will get the status “Used” and is thereby locked and can’t be cancelled or re-opened.
 

Cancelling Advance Invoices

An advance invoice can be cancelled if its status is open or sent. 

Cancel the invoice as follows:

1. Find the advance invoice via the customer window or the matter window, or in the Financial Management > Advance Invoices folder. 
2. Select the advance invoice and Cancel Invoice on the ribbon.

If the invoice has already been marked as paid, do the following:

1. First cancel the advance payment adjustment in Advance Payments folder of the advance invoice.
2. Open the advance payment whose adjustment you just cancelled and: 
   • Create a payment refund if the payment is returned to the customer, or 
   • Adjust the advance payment to another advance invoice if the payment is going to be used on a normal invoice, or 
   • Delete the advance payment if it is a duplicate or made by mistake. 
3. Now you can go back to the advance invoice and cancel it.

A cancelled advance invoice is assigned the status Cancelled. Since an advance invoice is not transferred to the accounting system, cancelling it has no accounting impact. The advance payment is only reflected in accounting once the advance payment has been received from the customer.

Cancelled advance invoices are, however, taken into account when using the Fennoa, Fortnox, Netvisor, or Procountor accounting integrations. When an advance invoice is cancelled, the accounting integration transfers the generated credit invoice and stores the credit invoice number in the Credit Invoice Number field of the Advance Invoice window. In the accounting integration interface, the amounts of the cancelled advance invoice are shown as negative line items, and the number of the credited invoice is displayed as the invoice number. This functionality is primarily intended for customers in Sweden, where an advance invoice is treated as an accounting document.