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7. How to correct an invoice?
When one lot’s closing reading in a closed session was wrong, you can enter the right reading. The original bill is voided and a replacement bill is created in the same session, at the same rates as the original. The rest of the session is untouched.
If many lots or the whole session are wrong, roll back the session instead (see 6. How to roll back a closed session?).
What happens
- The original bill is marked VOID and stays in the list, greyed out.
- A new bill is created with a new invoice number. It keeps the original reading period start; its invoice date is the day of the correction, so payment terms restart from then.
- The lot’s opening reading for the next session becomes the corrected reading, including in an Open Session.
- If the customer had already received the bill, they receive one email with the corrected invoice and the cancelled one.
- If the bill was posted to Vilogi, it is reversed and the corrected bill is posted automatically (see Vilogi accounting integration).
- The corrected bill uses the original bill’s price, charges and tax. Later tariff or tax changes do not affect it. For tiered rates, the tier table is read as it is now, so an edited tier table can change the amount.
- No outlier warning is applied to the new reading.
How to correct a reading
- Open Closed Session, choose the site and meter type, and click the eye icon (View all readings) on the session.
- On the lot’s row, click the orange pencil icon (Correct reading).
- The window shows the opening and current closing readings. Enter the New closing reading. This is the meter value, not the consumption.
- Optionally add a Reason (up to 255 characters). It is shown to the customer in the email. If left empty it reads “Reading changed from X to Y”.
- Optionally attach a Photo as evidence (an image, up to 10 MB).
- Click Correct reading. The page refreshes and shows the new bill marked CORRECTED.
The new reading must be at least the opening reading and different from the current closing reading. The button stays disabled until it is valid.
When the pencil is missing or grey
| Situation | What you see | What to do |
|---|---|---|
| The bill is already void (rolled back, or already replaced) | No pencil | Correct the replacement bill instead, if needed |
| A newer session exists for the lot | Grey pencil | Roll back the newer sessions first |
| The row is the main meter | Grey pencil | Correcting it would change every lot, so roll back the whole session |
| A tanker (bowser) session that shared its cost by total private consumption | Grey pencil | Roll back the whole session and close it again |
| A tanker session whose mains reading or tanker volume is missing | Grey pencil | Roll back the whole session and close it again |
Hover over the grey pencil for the reason. Because another admin may act at the same time, a refused correction shows a message in the window and the page refreshes; nothing is changed when that happens.
What the lots table shows afterwards
- The voided original stays as a greyed row with a VOID badge. Open its details to see who voided it, when, why, and which invoice replaced it.
- The replacement carries a CORRECTED badge. Hover over its Ref to see which invoice it replaces.
- You can correct the replacement again. Each correction adds one more void row to the history.
- Session totals count live bills only, so corrections do not inflate them.
Things that finish a few moments later
The email, the Vilogi update and the photo upload run in the background. Use the refresh icon next to Lots Details after a minute before trying again. A replacement can show:
- Photo uploading, then the photo appears (or Photo upload failed);
- Corrected invoice email pending, then Sent;
- a Vilogi entry that appears once the original is reversed.