Reversing a Memo Invoice or Memo Return

You picked the wrong action on a memo item — invoiced when the customer actually returned it, or processed a return when the customer was actually buying. In the legacy app this required a phone call to support and a manual database edit. JewelTrak lets you reverse it yourself.

New in JewelTrak. The legacy app didn’t allow this — once a memo item was invoiced or returned, it was stuck. JewelTrak unwinds the memo’s counts (QtyInvoiced / QtyReturned) and inventory’s on-memo state automatically when you remove the line.

The two cases

Case 1: Invoiced when you meant to return

The customer returned a memo item, but someone clicked Invoice by mistake — or the wrong line on a multi-item memo got invoiced.

To reverse:

1. Open the invoice that was created (Sales → Invoices, or click the invoice link from the memo line).
2. Find the line item that was wrongly invoiced and remove it (X button on the line).
3. Save.

What happens automatically:

• The source memo’s QtyInvoiced decreases by the removed quantity.
• The source memo line’s status flips back to On Memo (or Returned, if the rest of the line had been returned).
• Inventory’s on-memo count is restored — the item is once again “out on memo” rather than “sold.”

Now process the return through the proper Memo Returns flow.

Case 2: Returned when you meant to invoice

The customer kept the item, but someone created a memo return instead of an invoice.

To reverse:

1. Open the memo return receipt (Memo Returns → find the receipt).
2. Either remove the affected line(s), or Delete the whole receipt if it’s only this transaction.
3. Confirm.

What happens automatically:

• The source memo’s QtyReturned decreases by the removed quantity.
• The source memo line’s status flips back to On Memo (or Invoiced).
• Inventory’s on-memo count is restored.

Now process the invoice through the proper sales flow.

What gets reversed (and what doesn’t)

Reversed automatically:

• Memo QtyInvoiced / QtyReturned counts on the source line.
• Memo line status (On Memo / Invoiced / Returned).
• Inventory’s on-memo flag and counts.

You still have to deal with manually:

• Any payment posted against the wrongly-created invoice. Void or refund the payment first if it was already applied.
• Any commission report row already locked into a closed period.
• The wrongly-created invoice/return header itself — once empty, you can delete it cleanly, or keep it as a void record.

Period close

If the wrongly-created invoice or return is dated inside a closed period, the line removal is blocked — period close locks the date. Options:

1. Ask an admin to temporarily reopen the period, reverse, re-close. The audit log records every reopen.
2. Leave the original document in place and post an offsetting transaction in the current period — typically a write-off or a credit memo. This is the audit-cleaner option for periods that have already been reported.

Audit trail

Every reversal is recorded in the audit log: who removed the line, when, and the before/after values. The reversal isn’t invisible — you don’t have to be embarrassed to do it. The system was designed to make honest mistakes recoverable without external help.

Tip — head off mistakes earlier

If you catch the mistake before finalizing or printing the invoice/return, just edit it directly while it’s still in draft. The reversal flow above is for documents that have already been committed.