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Cancel Receipt

Withdraw a receipt that was taken in error — the whole voucher, or only the lines that were wrong. The cash comes back off the bank, the invoices return to their outstanding, and the customers' balances go back up.

How to Open

Menu → Transaction → Cancel Receipt

Keyboard Shortcuts

F12 Save F5 New/Clear Esc Close

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How to Use

➕ Adding a New Receipt

Open Cancel Receipt from the menu
Fill in the required fields
Add optional details as needed
Press F12 or click Save
Confirm when prompted

✏️ Editing an Existing Receipt

Type the name in the Search box on the left
Select the record from the search results grid
The form fields will load with the selected data
Modify the fields you need to change
Press F12 or click Save

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Field Descriptions

Receipt No Required

The number printed on the receipt. Press Enter or click Load to bring the voucher up. Only receipts taken on Cash Receiving or on DFS Web can be cancelled here; a counter-sale receipt is not offered, because it settles an invoice the same sale created.

Date / Recovery Man / Bank Optional

The voucher as it was taken, read only. Read them back against the customer's copy before withdrawing anything.

Receipt Total / Cancelled / Live Optional

What the receipt was worth, how much has already been withdrawn, and what is still standing. Read only.

Status Optional

Live, Part cancelled where some lines have already gone, or Cancelled where nothing is left. Read only.

Select All Optional

Ticks every line that can still be withdrawn. Lines already cancelled are left alone.

Reason Required

Why the receipt is being withdrawn. It is recorded against every line cancelled and quoted in the customer's ledger and on the bank entry, so it is what anyone reading those later will see.

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Grid Columns

Column	Type	Required	Description
CANCEL	Checkbox	—	Tick the lines to withdraw. A line already cancelled cannot be ticked.
CUSTOMER	Text	—	Who the money was received from.
INV #	Number	—	The invoice this line settled. Blank means the money was taken in advance and settled no invoice.
AMOUNT	Number	—	What this line was worth.
REMARKS	Text	—	The note entered against the line when the receipt was taken.
STATE	Text	—	Live, or Cancelled where this line has already been withdrawn.

Column

Type

Required

Description

CANCEL

Checkbox

—

Tick the lines to withdraw. A line already cancelled cannot be ticked.

CUSTOMER

Text

—

Who the money was received from.

INV #

Number

—

The invoice this line settled. Blank means the money was taken in advance and settled no invoice.

AMOUNT

Number

—

What this line was worth.

REMARKS

Text

—

The note entered against the line when the receipt was taken.

STATE

Text

—

Live, or Cancelled where this line has already been withdrawn.

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Buttons

Button	Shortcut	What it Does
🔍 Search	F2	Opens the search panel to find an existing record by name.
💾 Save	F12	Saves all changes. The system will ask for confirmation before saving.
❌ Close	Esc	Closes the Cancel Receipt screen.

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Important Notes

ℹ️

What a Cancellation Moves: For each line you tick, the invoice it settled goes back to its outstanding — at invoice level and across its item lines. The customer's recovery balance goes back up and a reversing entry is written to their ledger, worded to match the receipt it undoes. The cash comes off the bank account the receipt was paid into. A line taken in advance, with no invoice, moves the customer and the bank but no invoice.

ℹ️

Cancelling Part of a Receipt: Tick only the wrong lines and the rest of the receipt stands. The voucher shows as Part cancelled and you can come back and withdraw more later. Withdrawing a receipt line by line leaves it in exactly the state that withdrawing it in one go would.

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One Bank Entry per Cancellation: Each time you save, one entry is written to the bank — not one per line. A receipt withdrawn in three sittings therefore leaves three entries, which is correct: they were three separate acts.

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Someone Else Cancelled First: The lines are read again at the moment you save, so a line another user withdrew while your screen was open is not there to withdraw twice. If nothing you ticked is still live, the screen says so and reloads the voucher rather than pretending it worked.

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It Cannot Be Undone: There is no un-cancel. If a receipt was withdrawn by mistake, enter it again on Cash Receiving — it will take a new receipt number.

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Cash Posted to the Wrong Invoice: Cancel the line that went to the wrong invoice, then receipt it again against the right one. The wrong invoice returns to its full outstanding.

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Who Can Reach This Screen: The menu is granted per role in Setups → User Role, like any other. A role that can reach the screen can cancel; one that cannot, cannot.