Published Last updated Written and reviewed by the Resale Intelligence team
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Money documents can't be deleted or edited, so cash and profit stay traceable. If one is wrong, void it with a reason: it's reversed and kept on record.
Documents that record money, such as sales, purchases, refunds and expenses, can't be deleted or edited. If something is wrong, you void the document with a reason and record it again correctly. This applies to every shop and every role, including the owner.
Why the system won't delete
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The numbers must be traceable: the cash drawer, account balances and each device's true profit are calculated from every money and cost entry. If entries could be deleted, balances could stop matching the real money without anyone knowing.
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Nothing can be hidden: if a sale bill could be deleted, a sale whose money never reached the shop could vanish. A void leaves a trail of who voided it, when and why.
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Document numbers stay in sequence: no number disappears, so an auditor sees every document, including voided ones.
What a void does
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Writes a reversal for every money and cost entry of the document, so the totals end up as if it never happened
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Restores the device status; for example, voiding a sale puts the device back to ready to sell
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Keeps the original document, marked voided, with who voided it, when and the reason
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Leaves voided documents out of reports
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Records every step in the audit log
The steps are in Void a document: steps and reason.
What you can edit and what you must void
| Information | What to do |
|---|---|
| Price, discount, payment method or items on a document | Void the document, then record it again |
| A device cost recorded wrongly | Void that expense document |
| A device's target sell price | Edit it on the item page |
| Grade and inspection results | Inspect again; the earlier result is kept too |
| Customer details, such as phone | Edit them on the customer page |
Common cases are in Recorded something wrong or sold at the wrong price?.
The customer brings it back: void or return
If the sale really happened and the customer brings the item back, use return, not void, because the sale did take place. The system creates a separate return document. See Take back an item and refund the customer. Only void a document that was recorded by mistake.