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.

When the invoice has payments

If money was paid on the invoice, the void asks what happens to it before it goes ahead:

• Refund it to the customer (the default). Each payment is listed with where it goes back to: the original payment (the same card, cash or check), or any of your shop’s payment methods, with its check or reference number. A gift card or store credit payment refunded to the original goes back onto the card or credit.
• Give the customer a store credit for the amount paid.
• Keep it on the customer’s account, as unapplied money to apply to another invoice. Use this when you are voiding an invoice to write a corrected one. A gift card or store credit payment still goes back onto the card or credit. This choice is greyed out when a payment is dated inside a closed accounting period, since moving it would change closed books; refund it or give a store credit instead.

For a refund or a store credit, enter the date the money actually went back. It can be earlier than today, for example when the card was refunded on your terminal last week and you are only voiding the invoice now. It can’t be before the payment itself, in the future, or in a closed accounting period. A card taken through JewelTrak’s own reader or a payment link is refunded through Stripe on the spot, so its refund is dated today.

After a refund or a store credit, the voided invoice shows both the payment and the refund, so it nets to zero and nothing is left sitting on the customer’s account.

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.