Although cancelling (part of) a Sale is a relatively simple action for an iXpole User, it has far reaching implications on inventory management as well as on the cancellation of Invoices or creation of new Invoices. Before cancelling (part of) a Sale, it is very important to understand the consequences of such cancellation. 

After reading this article you will understand the different actions iXpole will undertake as the result of a cancellation. This should help you to better understand the changes that will occur elsewhere in the application


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Overall 2 areas of the iXpole application will be impacted by a (partial) cancellation of a Sale:

  1. Impact on inventory management
  2. Impact on Invoices and Invoice Documents

1. Impact on Inventory management

As soon as a Sale is registered in iXpole (as a 'Draft' Sale or as a 'Final' Sale) iXpole will block any inventory related resources to avoid them being used in other Sales. These resources include Seats, Parking, Hospitality Formulas (and Packages) and Catalog Products with a limited inventory.

When a Sale is (partially) cancelled, all resources that are impacted by this cancellation will be released again and will become available again to register in another Sale. 


2. Impact on Invoices and Invoice Documents

The impact of a (partial) cancellation on Invoices and Invoice Documents will vary.

We strongly recommend not to switch a Sale from Final to Draft to perform a partial cancellation. Doing this will result in the value of the Invoices and thus of the Invoice Documents to be desynchronised compared to the value of the Sales logged in iXpole.


We strongly recommend to use the Actions button and then the Cancel option to modify the lines in a 'Draft' or 'Final' Sale. This is the only method that will ensure the impact on Invoices and Invoice Documents is properly managed by the system


2.1. Invoice Documents have not been created yet.

If no Invoice Documents have been created for this Sale, a (partial) cancellation will have no impact on the accounting system, but will only have impact on the iXpole system itself.
In this case the iXpole system will modify all Invoices to ensure the value of the Invoices corresponds with the value of the Sale.

In other words the parts of the cancelled lines that were included in the original Invoices will be removed from the Invoices. 

After this operation the sum of all Invoices in iXpole will equal the total value of the Sale after the (partial cancellation)

If  a Sale is cancelled in full and no Invoice Documents had been created, the inventory will be correctly released and no more Invoices related to this cancelled Sale will exist in iXpole. 


2.2. At least one Invoice Document was created before the (partial) cancellation of the Sale

In this scenario, iXpole has to make sure the accounting system is updated about the (partial) cancellation of the Sale. 

When (partially) cancelling a Sale in iXpole, iXpole will
  • First create a Credit Note to ensure the canceled items that had already been Invoiced are now credited. The value of this Credit Note will be equal to the (negative) value of the part of the Sale that has been cancelled (proportional to the value of the Invoice Documents). 
  • Next modify all other Invoices to ensure the value of the Invoices corresponds with the value of the Sale.