Page contents

Sales Invoices and Credit Notes

Delete Draft or Awaiting Approval Invoices

Void Awaiting Payment Invoices

Void Credit Notes

Void Paid Credit Notes

Delete Repeating Invoices

Purchase Orders, Purchase Order Costs, Supplier Returns, Supplier Return Costs and Assembly Cost

Delete Draft or Awaiting Approval Bills

Void Awaiting Payment Bills or Journals

Void Bills in Paid status

Delete Repeating Bills

Customers and Suppliers

Archive Customers

Archive Suppliers

Archive any Contacts

FAQ

The following document describes how Xero users can locate and delete or void incorrect transactions from their Xero account.

Sales Invoices and Credit Notes

Invoices and Credits created in Xero can be found by navigating to Business > Invoices, from the menu at the top of your Xero page.

By default, all Invoices and Credits will be listed in the All tab on the Invoices page, but are subsequently separated by the following status tabs, to help you to review your invoices and credits quickly and easily:

• Draft
• Awaiting Approval
• Awaiting Payment
• Paid

Invoices in Draft or Awaiting Approval status can be deleted, however Invoices in Awaiting Payment status must be voided and those in Paid status must be unreconciled and voided. Steps on how to either delete or void an invoice are detailed below.

Delete Draft or Awaiting Approval Invoices

Invoices in Draft or Awaiting Approval status can be located and deleted using the same steps.

To delete Draft or Awaiting Approval Invoice:

1. From Xero’s menu in the top banner, go to Business and select Invoices.
   
   
2. Select the Draft or Awaiting Approval tab.
   
   
3. Use the Search button to locate invoices for a given date range.  
   
   
   
4. Use the checkbox in the first column of your Invoices page to select any incorrect Invoices that need to be removed.
   
   
5. Click the Delete button above the Invoices list. 
   
   
   
6. Confirm their removal by clicking OK in the pop-up window.
   
   
7. The Invoice will now have the status Deleted.

Void Awaiting Payment Invoices

Invoices in Awaiting Payment must be individually voided, and cannot be updated in bulk from the Awaiting Payment tab’s list.

To void an Invoice in Awaiting Payment status:

1. From Xero’s menu in the top banner, go to Business and select Invoices.
   
   
2. Select the Awaiting Payment tab.
   
   
3. Use the Search button to locate invoices for a given date range. 
   
   
   
4. Click on an Invoice’s Number to open the transaction.
   
   
5. In the top right corner of the invoice, click on the vertical 3-dot icon.
   
   
6. In the options menu, select Void. 
   
   
   
7. Confirm voiding the transaction by selecting Void in the Void Invoice pop-up window.
   
   
8. The Invoice will now have the status Voided.

Void Paid Invoices

Invoices in Paid status must be voided individually, but they will also need to be unreconciled from their payment before they can be voided.

To unreconcile and void a Paid Invoice:

1. From Xero’s menu in the top banner, go to Business and select Invoices.
   
   
2. Go to the Paid tab.
   
   
3. Use the Search button to locate Invoices for a given date range. 
   
   
   
4. Click on an Invoice’s Number to open the transaction.
   
   
5. Click on the Payment hyperlink in the transaction’s total. 
   
   
   
6. In the Transaction: Payment page, click on Options in the top right corner.
   
   
7. Click Unreconcile. 
   
   
   
8. In the Unmark as Reconciled pop-up window, click OK. 
   
   
9. In the Invoice’s transaction, click on Options.
   
   
10. Select Remove & Redo. 
    
    
    
11. The Invoice’s status will now show as Awaiting Payment.
    
    
12. In the Invoice, click on the vertical 3-dot icon and select Void. 
    
    
    
13. Confirm voiding the transaction by selecting Void in the Void Invoice pop-up window.
    
    
14. The Invoice will now have the status Voided.

Void Credit Notes

Unpaid Credit Notes in Xero must be voided individually, much like Sales Invoices.

To void an unpaid Credit Note:

1. From Xero’s menu in the top banner, go to Business and select Invoices.
   
   
2. Go to the Draft or Awaiting Approval tab.
   
   
3. Use the Search button to filter for Credit Notes of a given date range.
   
   
4. Click on the Credit Note’s Number to open its transaction page.
   
   
5. Click on Credit Note Options in the top right corner of the Credit Note’s page.
   
   
6. Select Void.  
   
   
   
7. Confirm voiding the transaction by selecting Void in the Void Invoice pop-up window.
   
   
8. The Credit Note will now have the status Voided.

Void Paid Credit Notes

Before a Paid Credit Note can be voided, its payment must first be unreconciled.

To unreconcile and void a Credit Note:

1. From Xero’s menu in the top banner, go to Business and select Invoices.
   
   
2. Go to the Paid tab.
   
   
3. Use the Search button to filter for Credit Notes of a given date range.
   
   
4. Click on the Credit Note’s Number, to open the Credit Note’s transaction page.
   
   
5. In the Credit Note, click on the x icon under the Total Credit value.  
   
   
   
6. In the Confirm pop-up window, click OK.
   
   
7. The Credit Note’s status will now go from Paid to Awaiting Payment.
   
   
8. In the Credit Note’s page, click on Credit Note Options.
   
   
9. Select Void. 
   
   
   
10. In the Confirm pop-up window, click OK.
    
    
11. The Credit Note will now show the status Voided.

Delete Repeating Invoices

The following section details how to delete repeated Invoices from Xero. By design, Unleashed does not map to Repeating invoices, so it is unlikely you will need to review and delete any transactions listed there.

To delete Repeating Invoices:

1. From Xero’s menu in the top banner, go to Business and select Invoices.
   
   
2. Go to the Repeating tab.
   
   
3. Use the checkboxes in the first column of the Repeating tab to select the Invoices due to be removed.
   
   
4. Click Delete.
   
   
5. Click OK in the Confirm pop-up window.

Bills and Journals

Purchase Orders, Purchase Order Costs, Supplier Returns, Supplier Return Costs and Assembly Costs in Unleashed create Bills and stock movement Journals in Xero, which can be found via the Business > Bills to pay option of the banner at the top of your Xero page.

Bills to pay, will have one of the following statuses, where the transactions listed in the Bills page are split between these status tabs.:

• Draft
• Awaiting Approval
• Awaiting Payment
• Paid

The below image highlights the icons used to differentiate between types of Bills:

• One Eye: Invoices
• Cards with a tiny left arrow: Credit Notes

Delete Draft or Awaiting Approval Bills

To delete Bills in Draft or Awaiting Approval status:

1. From Xero’s menu in the top banner, go to Business and select Bills to pay.
   
   
2. Go to the Drafts or Awaiting Approval tab.
   
   
3. Use the checkboxes shown in the first column on the page to select a bill or journal that needs to be removed.
   
   
4. Select the Delete button above the listed transactions. 
   
   
   
5. The transaction will now have a Deleted status in Xero.

Void Awaiting Payment Bills or Journals

To void a Bill or Journal in Awaiting Payment status:

1. From Xero’s menu in the top banner, go to Business and select Bills to pay.
   
   
2. Go to the Awaiting Payment tab.
   
   
3. Use the checkboxes shown in the first column on the page to select a bill or journal that needs to be voided.
   
   
4. Select the Void button above the listed transactions.
   
   
5. Click Continue to void items in the Void confirmation pop-up window. 
   
   
   
6. The transaction will now have a Voided status in Xero.

Void Bills in Paid status

Bills with a Paid status in Xero can be made void once their payment’s been unreconciled.

To unreconcile and void a Bill with a Paid status:

1. From Xero’s menu in the top banner, go to Business and select Bills to pay.
   
   
2. Go to the Paid tab.
   
   
3. Click on the Bill to open its transaction page.
   
   
4. In the Bill’s transaction, click on the Payment hyperlink below the Total value. 
   
   
   
5. In the Transaction: Payment page, click on Options.
   
   
6. In the Options menu, select Remove & Redo. 
   
   
   
7. In the top right corner of the Bill, select Bill Options. 
   
   
   
8. Select Void.
   
   
9. Click OK in the Void Confirmation pop-up window.
   
   
10. The Bill will now be in a Voided status.

Delete Repeating Bills

The following section details how to delete repeated Bills from Xero. By design, Unleashed does not map to Repeating Bills, so it is unlikely you will need to review and delete any transactions listed there.

To delete Repeating Bills:

1. From Xero’s menu in the top banner, go to Business and select Bills to pay.
   
   
2. Go to the Repeating tab.
   
   
3. Use the checkboxes in the first column of the Repeating tab to select the Bills due to be removed.
   
   
4. Click Delete.
   
   
5. Click OK in the Confirm pop-up window.

Customers and Suppliers

To review the Customer and Supplier contacts that have been created in Xero, go to the Contacts option in Xero’s top banner menu and select All contacts.

Archive Customers

To archive a Customer contact in Xero:

1. From Xero’s menu in the top banner, go to Contact and select All contacts or Customers.
   
   
2. Go to the Customers tab.
   
   
3. Use the checkboxes in the first column to select the contacts due to be archived.
   
   
4. Click Archive in the top right corner.
   
   
5. Select Archive in the Archive contact pop-up window to confirm.

Archive Suppliers

To archive a Supplier contact in Xero:

1. From Xero’s menu in the top banner, go to Contact and select All contacts or Suppliers.
   
   
2. Go to the Suppliers tab.
   
   
3. Use the checkboxes in the first column to select the contacts due to be archived.
   
   
4. Click Archive in the top right corner.
   
   
5. Select Archive in the Archive contact pop-up window to confirm.

Archive any Contacts

To archive any contact in Xero:

1. From Xero’s menu in the top banner, go to Contact and select All contacts.
   
   
2. Go to the All tab.
   
   
3. Use the checkboxes in the first column to select the contacts due to be archived.
   
   
4. Click Archive in the top right corner.
   
   
5. Select Archive in the Archive contact pop-up window to confirm.
   

FAQ

Why can't I find specific transactions within Xero?

If you are struggling to locate a transaction Xero, it may be because it's already been deleted or voided or you do not have the permissions in Xero to view them.

For details on Xero's role permissions see:

• User Role Access to Purchases in Xero
• User Role Access to Sales in Xero

To confirm if a transaction's been deleted or voided, tick the "Include Deleted & Voided" option in each the Search filter for Invoices and Bills.

To find deleted or voided Invoices or Credits:

1. From Xero’s menu in the top banner, go to Business and select Sales Overview.
2. Select a status tab, e.g. All. 
3. Select Search.
4. In the search fields, provide a date range.
5. Tick the "Include Deleted & Voiced" option.
6. Select Search.

To find deleted or voided Bills or Journals:

1. From Xero’s menu in the top banner, go to Business and select Purchase Overview.
2. Select a status tab, e.g. All. 
3. Select Search. 
4. In the search fields, provide a date range.
5. In the Filter options select "Deleted & Voiced" option.
6. Select Search.