Cancellations
Package: BILLING
1. General
A cancellation serves to reverse an invoice – e.g., for an incorrectly created invoice or when a customer cancels a product or service. Cancellations are created directly from an invoice via the New Cancellation action and are referenced both at the customer and in the respective invoice.
Records in the Cancellations module can neither be edited nor deleted. The product block is only usable to a limited extent in the Cancellations module.
An invoice was accidentally created with an incorrect amount. Via the New Cancellation action in the detail view of the invoice, a cancellation is created. All invoice data is automatically transferred. A new, correct invoice is then created.
A customer cancels an invoiced service. A cancellation is created from the corresponding invoice, the Reason is entered and the cancellation is sent to the customer by email. The cancellation invoice is then documented in the customer history.
This section only describes special fields or functionalities of the module, as all general brainX functionalities are described elsewhere in the manual.
2. List View
The list view in the Cancellations module has the usual functionalities of a list view. For more detailed information, see the section Structure/Layout – List View.
2.1. Actions
In the list view, general actions are available depending on the module. An overview and description of all general actions can be found in the section Actions (List View).
The following module-specific actions are also available:
| Action | Prerequisite | Functionality |
|---|---|---|
| DATEV Export | Integration DATEV Invoice Data Service 1.0 must be configured | Exports the selected cancellations in DATEV format as a ZIP file – see Actions (List View) – DATEV Export |
| DATEV Invoice Data Service 1.0 | Integration DATEV Invoice Data Service 1.0 must be configured | Transfers the selected cancellations including general ledger accounts and cost centers to DATEV – see Actions (List View) – DATEV Invoice Data Service 1.0 |
| DATEV Posting Data Service | Integration DATEV Posting Data Service must be configured | Transfers complete posting records of the selected cancellations directly to the DATEV data center – see Actions (List View) – DATEV Posting Data Service |
| DATEV Posting Data Export | Integration DATEV Posting Data Service must be configured | Exports posting data of the selected cancellations in DATEV format – see Actions (List View) |
3. Detail View
3.1. Fields
Basic Data Block
| Field | Description |
|---|---|
| Title * | Name of the cancellation |
| Invoice | Linked Invoice being cancelled |
| Reason | Reason for the cancellation |
| DATEV Export Completed | Shows whether a DATEV export has already been performed for this cancellation |
| Posted | Indicates whether the cancellation has been posted |
| Original Posting Document | Linked Document with the original posting document |
| Last Posting Document | Linked Document with the most recently created posting document |
*Required field
Only cancellations that have not yet been posted can be exported to DATEV.
To activate weight calculation, the field "Total Position Weight", which is hidden by default, must be shown in Global Settings – Further Settings – Product Block – see also Audit-proof and optional fields for product line items.
In all Billing modules there is additionally the field "Total Weight of All Positions", which can be shown in custom views in Global Settings – Module Management – Layout if required. The weight of the position is calculated from Quantity × Weight of the product; all positions are summed in the field "Total Weight".
Invoice Information Block
All fields of this block are automatically transferred from the linked invoice and cannot be changed.
The block contains the key information of the cancelled invoice: Invoice Title, Invoice No., Invoice Date, Due Date, Status, Type, Organization, Contact as well as fields for term, billing interval and billing period.
Line Items Block
All line items are automatically transferred from the linked invoice and cannot be changed. The description of the fields and functionalities can be found in the section Product Block in Billing Modules.
Line Items – Basic Settings Block
All fields of this block are automatically transferred from the linked invoice and cannot be changed.
| Field | Description |
|---|---|
| Currency | Picklist of all currencies active in brainX – see Global Settings – Currencies & Taxes |
| Tax Type | Tax type (none, Group, Individual) |
| Language |
|
| Base Discount | Display of the base discount |
| Total Weight of All Positions | Total weight of all positions |
Payments Block
The Payments block is automatically transferred from the linked invoice and cannot be changed. It shows the payments already made on the cancelled invoice – see Invoices – Payments Block.
ZUGFeRD/X-Invoice Block
The ZUGFeRD/X-Invoice block is only available if the ZUGFeRD integration has been activated.
3.2. Actions
The following actions are available in the detail view:
3.2.1. General Actions
- PDF Export
- Recommend
- Change Tracking
For detailed information on the actions, see the section Actions (Detail View).
3.2.2. Module-Specific Actions
| Action | Prerequisite | Functionality |
|---|---|---|
| New Email | Configured email inbox | Opens the email editor with reference to the cancellation |
4. Practical Examples
1 – Cancelling an Incorrectly Created Invoice and Reissuing It
An invoice was accidentally created with an incorrect amount and already sent to the customer. To correctly reverse the invoice, a cancellation is created in the detail view of the invoice via the New Cancellation action. All invoice data – line items, amounts, customer data – are automatically transferred from the invoice. The reason for the cancellation is entered in the Reason field.
The cancellation is exported as PDF and sent directly to the customer via the New Email action. The original invoice receives the status cancelled and can neither be edited nor deleted. A new, correct invoice is then created and sent to the customer.
2 – Documenting a Product Cancellation by a Customer
A customer cancels an already invoiced service. In the detail view of the corresponding invoice, a cancellation is created via the New Cancellation action. The Reason for the cancellation is entered – e.g., "Customer cancellation pursuant to order conditions".
The cancellation is exported as PDF and sent to the customer by email. The cancellation is automatically linked to the original invoice and documented in the customer history. After completion, the Posted toggle is activated and the cancellation is ready for DATEV export – provided it has not yet been posted.
3 – Transferring Cancellations to DATEV in Bulk at Month End
At the month-end close, all cancellations created during the month are to be transferred to accounting. In the list view of the Cancellations module, all relevant records are filtered by DATEV Export Completed = No and Posted = No and marked via checkbox.
Via the module-specific action DATEV Invoice Data Service 1.0, the cancellations including general ledger accounts and cost centers are transferred directly to DATEV. The DATEV Export Completed field is automatically set to active for all transferred records, so no double transfer occurs in the next export run.
5. Frequently Asked Questions
How is a cancellation created?
A cancellation is created exclusively from an existing invoice via the module-specific action New Cancellation. All data of the original invoice – line items, amounts, customer data – are automatically transferred. A manual creation directly in the Cancellations module is not provided.
Can cancellations be edited or deleted afterwards?
No. Records in the Cancellations module can neither be edited nor deleted. The product block is also only usable to a limited extent. This corresponds to the commercial law requirements for the immutability of cancellation documents.
What happens to the original invoice after cancellation?
The original invoice receives the status cancelled. A cancelled invoice can neither be edited nor deleted. The cancellation is linked to the invoice and documented in the customer history.
Are the line items of a cancellation transferred from the invoice?
Yes. All line items are automatically transferred from the linked invoice and cannot be changed. The same applies to the Line Items – Basic Settings block as well as the Payments block.
Can cancellations be exported to DATEV?
Yes. The same DATEV export options as in the Invoices module are available: DATEV Export, DATEV Invoice Data Service 1.0, DATEV Posting Data Service and DATEV Posting Data Export. Important: Only cancellations that have not yet been posted can be exported to DATEV.
What is the difference between a cancellation and a credit note?
A cancellation serves to completely reverse an invoice and cancels it from an accounting perspective – all line items and amounts are automatically transferred from the invoice. A credit note, on the other hand, is a special form of invoice under VAT law in which the service recipient issues an invoice to the service provider – e.g., to correct an overpaid amount. Both modules are managed separately in brainX.