What "amending" means depends on where the invoice is in its lifecycle. While it's still a draft, nothing is locked: edit it freely, and the changes appear on the next print. Once it's issued, the document is immutable (that's what makes it a proper VAT record), and corrections go through a credit note instead.
Amending a draft
- Forgotten labour line or wrong price: fix it on the jobcard, then click Refresh on the draft to rebuild it from the jobcard (this discards any edits made directly on the draft)
- Line-item tweaks: edit the draft directly on the invoice page (see below)
- Wrong VAT rate: toggle VAT on the affected job, then Refresh
- Not ready to bill after all: Delete draft removes it entirely
Editing a draft
Edit line items on the draft opens the invoice's own editor, so you can shape the document without touching the jobcard:
- Add jobs and lines: Add job puts a new job block on the invoice, and inside each job you can Add labour line, Add part or Add charge. Existing lines can be edited or deleted
- Whole-invoice discount: pick % or £ fixed in the totals box and enter the value. The discount comes off the subtotal, and VAT is recalculated on the discounted amount. If some jobs are VAT-rated and others aren't, the discount is apportioned across them so each job carries its fair share
- Internal lines: the eye icon on any line marks it internal. The line stays on the accounting copy for your own records, but it is hidden from the customer copy and left out of the total. The totals box shows the excluded value as an Internal items (not billed) memo
Remember that Refresh rebuilds the draft from the jobcard and throws all of this away, discount and internal flags included. Do your draft edits last.
Amending an issued invoice
Click Amend on the invoice and give a reason (it's required, and stored against both documents). Pistonlog then:
- Issues a credit note cancelling the original invoice
- Creates a replacement draft, rebuilt fresh from the jobcard's current state
Fix whatever was wrong, then issue the replacement. Any payments already recorded stay attached to the original invoice. If you just want the invoice gone with no replacement, use Cancel, which issues the credit note only.
If a customer has already paid and you need to refund part of it, the refund itself happens outside Pistonlog (cash back, bank transfer). Amend or cancel the invoice so the paperwork matches, and note what happened in the jobcard's comments for the audit trail.
If it's the payment record itself that's wrong rather than the invoice, Void the payment on the invoice page instead. See Recording a manual payment.
Audit trail
Every change to the jobcard is recorded in the activity log, so even an amended invoice has a clean history of who changed what when.
If money has changed hands
Amending an invoice that's already been paid is awkward — make sure the customer is in the loop, especially if the new total is higher. Most amendments at that stage should be matched with a written explanation in comments.