Finalize, Void, and Reopen Invoices

Every invoice in JewelTrak has a Status: Open, Finalized, or Voided. The status controls who can edit it, whether inventory is committed, and whether it shows up in AR.

New in JewelTrak. This invoice-status workflow didn’t exist in the legacy app — there, invoices were always editable. The Open / Finalized / Voided states are how JewelTrak protects committed work and gives you an audit trail.

Open

A new invoice starts as Open. While Open you can:

• Add, edit, or remove line items
• Change customer, salesperson, dates, discounts
• Delete the entire invoice if it was created by mistake

Open invoices don’t post to AR and don’t yet count against printed sales reports for the period — they’re still drafts.

Finalize

When the customer is ready to pay, click Finalize. This:

• Locks the invoice — no more line-item edits
• Posts the balance to the customer’s AR (or zeroes it out if paid in full at the till)
• Commits the inventory (items can no longer be sold twice)
• Records the action in the audit log

After finalizing, the only way to edit the invoice is to Reopen it.

Reopen

If you finalized too early — wrong customer, missed an item, price needs to change — click Reopen. The invoice goes back to Open, line-item edits are unlocked, and the audit log records who reopened it and when. Reopen is intentionally low-friction so honest mistakes don’t require a void.

Void

When the invoice should never have been finalized — return, dispute, customer changed their mind after the books reflected the sale — click Void. This:

• Locks the invoice permanently as Voided
• Reverses the AR posting and frees the inventory back to stock
• Records who voided it and when (VoidedBy / VoidedAt)
• Requires the CanVoidTransactions permission

Void is the right action after the invoice has affected the books or inventory. Use Delete only on Open invoices created in error.

Delete vs. Void — quick rule

• Open invoice, mistake → Delete (no record kept)
• Finalized invoice, needs correction → Reopen, fix, finalize again
• Finalized invoice, customer returning the merchandise or never owed → Void (permanent record)

Period close interaction

A finalized invoice dated inside a closed period can’t be reopened or voided directly — period close locks the date. To make a correction in that case, an admin reopens the period briefly, fixes the invoice, and re-closes. The audit log records every reopen.