At Soft1, the user can cancel a Document, which may involve either an error or lack of data - even if the Document(s) has/have been issued or fiscally marked. Soft1 allows for Cancelling/ Reversing documents via three jobs. Each of them adds an additional feature.

To cancel/ reverse a Transaction (Document), right-click on the respective Documents List and select one of the following jobs: 

  1. Cancel transactions: A Document is labelled as "Cancelled" and the resulting transactions are cancelled too. 
  2. Reversal: An issued Document is labelled as "Cancelled" and Soft1 creates/ generates a cancellation Document. 
  3. Re-issue by cancelling with reversal: An issued Document is labelled as "Cancelled", and Soft1 creates/ generates a cancellation Document. At the same time, the user can repost the original document.

See below in detail, the additional features of the above-mentioned jobs.  







"Cancel transactions" job is used in cases where a simple cancellation of financial data (update) is required, without deleting the document. It is mainly applied to manually-issued documents saved/created though in Soft1.

Follow the steps below to cancel a document using the "Cancel transactions" job.

  • Locate and select the document you need to cancel at Documents' List.
  • Right-click on the selected document, and apply/ click "Cancel transactions".
  • Select "Yes" at the confirmation message and the following message will be displayed "Cancellation completed successfully".

The document will be labelled as cancelled and at the same time anything automatically resulted from this document, will be deleted. That is to say: 

  • the financial data (Customer, Item) that have been updated by the transactions upon saving the cancellation document.
  • the automatically resulting documents (e.g. composition documents), as well as
  • the respective Accounting Entries which may result upon saving the cancellation document. 

No cancellation document is created/ generated using the "Cancel transactions" job, since that feature is supported by "Re-issue by cancelling with reversal" related job. 







Use "Reversal" related job to cancel documents that have been fiscally marked, the cancellation of which requires issuing a cancellation document.

To cancel a document, work as follows:

  • If you select to cancel by Reversal, make sure that you have set at Document Series the Reversal one, namely, the Series the Cancellation Document will be created. At this point, you should decide the way you will handle the Cancellation Documents (see "Cancellation Documents" tab). 
  • Locate the document you wish to cancel at documents' Browser/ List.
  • Right-click and select "Reversal". (If no Reversal Series has been set up, the following message will be displayed: "Reversal Doc. Series has not been specified").
  • The cancellation document will be displayed at the pop-up screen. Click "Save".

By using the "Reversal" related job, the Cancellation Document is created/ generated and the initial one is labelled as Cancelled: By Reversal.

At the same time, the respective/ reversed transactions are automatically resulting, provided that Cancellation Doc Types are properly set up for: 

  • the transactions updating the Financial data (Customer, Item),
  • the automatically created documents (e.g. composition documents) and
  • the respective Accounting Entries that may result. 








Use the "Re-issue by cancelling with reversal" related job to:

  • cancel the documents that have been mainly fiscally marked,
  • issue the required Cancellation document, and
  • automatically re-issue the original document that has been cancelled including updated data.

To cancel a document work as follows:

  1. If you select "Re-issue by cancelling with reversal" related job, make sure that you have set at Document Series the Reversal one, namely, the Series the Cancellation Document will be created (see "Cancellation Documents" tab). 
  2. Locate the document you wish to cancel at documents' Browser/ List.
  3. Right-click and select "Re-issue by cancelling with reversal ". (If no Reversal Series has been set up, the following message will be displayed "Reversal Doc. Series has not been specified")
  4. Check the updated data of the re-issued document, select the Doc. Series and click "Save".
  5. The Cancellation document will be automatically created/ generated.

By using the "Re-issue by cancelling with reversal" related job, the Cancellation Document is automatically created/ generated, without being displayed at user's screen. The initial Doc. is labelled as Cancelled: By Reversal and the newly updated document is re-issued.

At the same time, the respective/ reversed transactions are automatically resulting, provided that Cancellation Doc Types are properly set up for: 

  • the transactions updating the Financial data (Customer, Item),
  • the documents, which will probably result automatically (e.g. composition documents) and
  • respective Accounting Entries that may result.







What you should know about Cancellation documents

  • Create separate Doc. Series of Cancellation documents per branch.
  • The Types of Cancellation documents should properly affect the financial data of each entity. For instance, the Sales Invoice - Delivery Note, will result in positive debit and turnover increase for the Trading party, while the respective cancellation document will bring negative debit and turnover decrease.







  • As for the Cancellation documents, you may have continuous/ same numbering, regardless of their Module (e.g. Purchases - Sales). Namely, you may have/use/print a unique/ sole cancellation document, for all Series of computerized documents.
    See the following examples according to the Soft1 standard configuration:
    • Sales:
      • for "Sales Invoice - Delivery Note (7062)", there is a respective Cancellation Series "Cancellation, Sales Invoice - Delivery Note (9962)".
      • The "Cancellation, Sales Invoice - Delivery Note (9962)" Series bears the same numbering with the "Cancellation, Delivery Note (9941)" Series, as the rest Cancellation Series. Namely, the Numbering entered for each Cancellation document, will exclusively result from Series 9941. 
    • Likewise in Purchases:
      • for "Delivery Note for Supplier (2042)", there is the respective Cancellation Series "Cancellation, Delivery Note for Supplier (9242)". The specific Series though has the same numbering with the  "Cancellation, Delivery Note (9941)" Sales Series, means that:
      • the Numbering for each Cancellation document regardless of the Module entered/ saved, will result from a Series, considered as "central" one. 
    • for continuous numbering regarding all Cancellation Documents, regardless of the Reversal Series, at the <Numbering> field (Documents Series), select the Series and the Module they will belong to, by setting the <Same Numbering> and the <Series>.





If upon saving a Cancellation document, a respective Accounting entry results, then, at Cancellation Document's Type data, you should activate the parameter "Reverse update" (Accounting tab).

Namely,

  • If at the Type of the Document to be cancelled the parameter is set to "Reverse update=No"
  • then this Type of the Cancellation Document should be set to "Reverse update = Yes" and vice versa.  







(lightbulb) Cancelling a Document, by using one of the reversal jobs, can be performed as follows: 

  • Same day only, that is the day the document is created. In that case, upon saving the cancellation document, the following message will be displayed "ATTENTION! The date is not the same with the one of the documents to be cancelled" blocking this way any further actions.
  • or any/ different daydate from the one it was created.

Both options are available at Doc Type setup (Accounting tab - Documents Control area).






(lightbulb)Cancelling a Document, by using one of the reversal jobs, you may:

  • see the "relation" between Cancelled and Cancellation documents, by using Conversion related jobs e.g. the Conversions history, 
  • locate the cancelled and cancellation documents by designing/ adding the proper filters/ columns at the Soft1 Browser/ Lists.
    Use the calculated/ green fields with +/- indication
     to abstract the amounts of the cancellation and return documents from Browser totals. 







(lightbulb)The Cancelled and Cancellation documents resulted from reversal are displayed:  

  • at Control Reports of trading parties, such as Statements, Statements with Cheques Analysis etc.
  • at Related jobs of trading parties, such as Customer Transactions, Commercial & Financial Transactions, Timeline etc.

Use the "Cancelled by Reversal/ Cancellation Docs" filter to include the specific documents at the results.





(lightbulb)If the cancelled document is deleted the automatic deletion of a Cancellation document is performed. You should have previously activated the "Delete converted/ cancelled" parameter ("Pending, conversion" tab) at Design sales document of the Cancelled document.  
If you do not activate the specific parameter, upon deleting the Cancelled document, the following message will be displayed: "The document has been converted. It cannot be deleted."