Cancel electronic invoices for products

You may need to cancel an electronic invoice for many reasons, such as if the invoice contains incorrect information about products, taxes, values, or even the customer's data. As with the process to issue an electronic invoice, you do not actually cancel the electronic invoice; you make a request to SEFAZ to cancel it.

To cancel an electronic invoice, follow these steps.

  1. Open the document for which you want to cancel the invoice. The document can be:
    • A sale
    • A purchase
    • A client's product return
    • A product return for a vendor
  2. Click the Cancel Invoice link at the bottom right of the screen.
  3. Confirm the cancellation.

Notes

  • The Cancel Invoice link is not available if the invoice has not been issued yet.
  • OnBalance will not accept an invoice cancellation request through the Cancel Invoice link if the sale has payments or issued vouchers. In this case, you need to delete all payments and cancel all vouchers before you can request the invoice cancellation.

After you request an invoice cancellation, OnBalance will send the request to SEFAZ and wait for up to five seconds for an answer.

If SEFAZ does not reply in five seconds, OnBalance will notify you that it will try again later to get a reply, allowing you to keep using the solution.

The process to get a reply from SEFAZ will continue to run even if you close OnBalance or shut down your computer.

There are two possible responses from SEFAZ related to an invoice cancellation request.

  • Success: The process finished successfully, and the invoice is officially cancelled. The invoice status will be set to Cancelled.
  • Error: SEFAZ didn’t accept the request to cancel the invoice. The invoice status will be set to Error to Cancel. See Identify and resolve invoice problems for information on how to proceed in this situation.

If OnBalance does not get a successful return from the City Hall, a notification will be generated for you to view the next time you open OnBalance or access the OnBalance home page.

As soon as you request an invoice cancellation, you can continue to work in OnBalance without waiting for a response from SEFAZ, because you will be notified if your request fails.

Notes

  • As soon as you request the invoice cancellation, the value of the sale is no longer included in the outstanding total amount, even if SEFAZ has not yet accepted the cancellation.
  • The invoice cancellation will be exported for your accountant only after receiving the SEFAZ confirmation.
  • OnBalance will not re-use the invoice number used in a canceled invoice.
  • To view canceled sales in the Sales list, mark the View canceled sales checkbox.