Finding and editing bills

Find bill is the till’s search for bills that are already posted. Use it to look a bill up, show it again, print a copy, start a return, or correct it. Searching and reprinting post nothing. When a manager saves a correction with Edit bill, LedgerLite rebuilds the bill with the new details. It keeps the bill’s own date and its number.

Where

Point of sale › Find bill (also More › Find bill)

Number

Till bills look like INV-000001, invoices from the till like ARINV-000001. A correction keeps the number

Posts to

Finding and reprinting: nothing. Editing a bill: restates its entry (the drawer’s cash account, a card machine’s account, Bank Accounts, Sales Revenue, Output Tax Payable, Cost of Goods Sold, Inventory; Accounts Receivable for an invoice)

Who

Cashiers find, view and reprint their own bills. Managers and admins also edit and return. Admins also cancel

What it’s for

• Find a bill by its number, the customer, a mobile number, the date, an item, an exact amount, or how it was paid.
• Show the bill again with View, and print a copy with Reprint.
• Correct a bill that was rung up wrongly with Edit bill. A reason is always asked for.
• Start a return from the bill. See Returns.
• Find invoices made at the till for a customer who pays later, and invoices made in the back office.
• For a date range or older bills, use Sales history.

To open it, press Find bill on the till, or choose More › Find bill. The Return button opens the same list under the title Find bill to return.

The list holds four kinds of rows:

Group	What it is
Till bills	Bills paid at the till. They have no group heading
Customer-account invoices	Invoices made at the till for a customer who pays later
Back-office invoices	Invoices made in the back office. They show only under All, when you type a search and you may view invoices
Posted refunds	Returns already recorded. Each shows how the money was paid back

Fields

Search and chips

Field	What it means	What it changes
Search	A bill number, customer name or code, mobile number, a date written like 2026-10-26, an item name or code, an exact amount such as 45.50, or a way of paying: cash, card, bank transfer or pay by link. Up to 120 characters	Before you type, the list shows the 20 newest bills of each kind. After a short pause the till searches all posted bills and shows the 20 newest matches of each kind
All	Every group	Nothing is hidden
Paid at till	Till bills only	Hides invoices and refunds
On account	Invoices made at the till for a customer who pays later	Loads up to 100 of them, even with nothing typed. A line under the chips says, for example, “On account: 7 (3 unpaid)”
Unpaid	Invoices where the customer still owes money	Hides paid invoices
Refunds	Returns already recorded	Not shown when you choose a bill to return
Cash, Card, Bank transfer	Till bills where some of the money was paid that way	Hides everything else

Under the search box, the till says how many bills matched, for example “3 matching bills found.” or “No matching bills found.”

What a row shows

Part of the row	What it shows
Number	The bill number. Press it to open the bill (View). A Back-dated badge shows when a manager gave the bill an earlier date. The date then reads like “18 Sep · entered 20 Sep”
Second line	The bill date, the time it was rung up, and the number of items
Customer	The customer and their code, or Walk-in customer
Total	The bill total, and under it how it was paid: Cash, Card, Bank transfer, Pay by link or Split payment. An invoice shows “Owes” and the amount instead
Badges	Posted and Paid, then Part returned or Returned, then Part refunded or Refunded. An invoice shows On account · Owes with the amount, and Unpaid, Part paid, Overdue or Paid

A cashier sees only the bills that cashier rang up. A manager or admin sees every bill.

On the edit screen

When you choose Edit bill, the bill opens in the till under the title “Editing bill ‹number›”. A note says “Nothing is saved until you choose Save changes.” Your unfinished sale stays on the till and comes back when you leave.

Field	What it means	What it changes
Sale date	The date of the bill. It starts as the bill’s own date	A new date moves the bill, its stock and its VAT to that day in reports. It cannot change after the register has closed. Both dates must be in open periods
Items, quantities, prices, discounts	Change them exactly as when ringing up a sale	Totals, VAT, stock and cost
Customer	Choose another customer, or go back to Walk-in	Printed on the bill only. No money moves
Payment	The payment box shows Updated total and what was already paid, then Collect an amount more, Give back an amount, or Nothing to collect or give back	The payments saved on the bill. They must add up to the new total
Pay later	An amount that stays unpaid, for a named customer	Puts the bill on credit. See Putting a paid bill on credit
Sale note and bill discount	As when ringing up a sale	Printed, and the discount changes the totals
Reason for this change	Pick a reason or choose Other and describe it. At least 3 characters, at most 500	Kept in the change history with who, when and the before and after

The reasons offered are Wrong item or quantity, Wrong price or discount, Wrong customer, Wrong payment method, Wrong date, and Entered by mistake.

A sale has a Linked records button. It lists the bill’s payments, its register and its receipt.

An invoice from the till has the same screen. Its Invoice details button holds the invoice date, due date, reference, stock location, bill discount and line descriptions. Its Linked payments button lists the payments that stay as they are.

Buttons

People only see the actions they may use. An action that cannot be used right now stays in the row’s ⋯ menu and says why.

Button	When you see it	What happens	Accounts
Find bill	On the till	Opens the search list	No change
View (the bill number)	Every row	Opens the bill. A till bill shows its receipt, with Print receipt and, if you may, Edit bill, Edit note and More. An invoice shows Print… and Edit bill	No change
Edit bill	Posted bill, if you may edit	Checks that the bill can be edited, then opens it in the till. If it cannot, the reason shows under the bill	Restated on its own date
Return	Posted bill, if you may return	Opens the return for that bill. See Returns. It is greyed out with “Nothing left to return” when every item is back	Posts a return
Warranty	Posted bill	Opens the Warranty tab for that bill	No change
Reprint	Posted bill, if you may print	Opens the print preview. You choose 80 mm, A4 or A5, then press Print or Save as PDF	No change
Copy to receipt printer	If you may send print jobs	Sends a copy straight to this till’s receipt printer. With no printer set up, it prints through the browser	No change
Delivery note, Delivery note with prices	If you may print delivery notes	Prints a delivery note for the bill	No change
Cancel erroneous sale	Till bill, admins only. Last in the menu, in red	Opens the bill, where you give a reason and press Cancel sale or Keep sale	All effects removed
Edit note	In the bill, when the bill itself cannot be edited	Changes only the note. A reason is asked for	No change
Returns and history	Invoice rows	Shows the returns on the invoice and, if you may view invoices, Open invoice ‹number› in Sales	No change
Print preview, Collect payment, Return items, Open in back office	Back-office invoice rows	Print preview of the invoice. Take a payment at the till. Open the credit note screen or the invoice in a new tab	No change
Review changes	Edit screen, in the payment box	Shows every change old → new and what saving will do. Nothing is saved yet	No change
Back to editing	Review	Returns to the bill with your changes intact	No change
Save changes	Review, after you give a reason	Saves the correction	Restated on its own date
Back to register	Edit screen	Leaves the edit. If you changed something, it asks “Discard your changes to this bill? Nothing has been saved.”	No change

Reprint always prints a copy. The print is marked COPY / REPRINT. The preview shows PREVIEW until you print. Reprinting never changes the bill.

An invoice made in the back office has no Edit bill, Cancel or return posted at the till. Those stay in the back office. See Sales invoices.

After Save changes, the till shows “Sale ‹number› updated.” and opens the corrected bill so you can print it.

What gets posted

Finding, viewing, reprinting and the review step post nothing to your accounts. Save changes does not add a new entry beside the old one. It takes the bill apart and puts it back together with the new details, in one step.

• The same number, the same entry. The bill keeps its number and its journal entry. The entry stays on the bill’s date unless you change the Sale date. Its stock and VAT follow that date.
• Nothing new is posted on the day you save, with two exceptions. Each is a small separate entry dated the day you save. One is a balancing entry for a register that has already closed (Example 1). The other releases extra customer payment on an invoice (Example 2).
• All or nothing. If any part fails, nothing is saved and the bill stays as it was.
• The old version is kept. The change history shows who changed the bill, when, why, and what changed.

Cost of goods

An edit that keeps the same items, quantities, stock location and date leaves the cost as it was posted. Changing only a price, a customer, the payment method or a note cannot move cost of goods or stock value. The exception is a bill that sold items before they were in stock. Its stock is taken out again at today’s cost.

If you change an item, a quantity or the date, the items leave stock again. They are costed at the average cost of the stock then on the shelf.

Example: 10 items cost you AED 50.00 when sold. Later you bought 10 more at 9.00. Changing only the price keeps the cost at 50.00. Changing the quantity to 8 puts the 10 items back on the shelf first. The average cost is then AED 6.33 each, so the 8 items cost AED 50.67.

The customer

No customer owes anything on a paid till bill. Changing its customer changes the name, code and tax number printed on the bill. Sales, VAT, stock, payments and the entry stay exactly as they were. Saving also copies the customer’s current details onto the bill, so a renamed customer is updated.

Payments

The new payments must add up to the new total. The review says what to do:

• Collect an amount more from the customer.
• Give back an amount to the customer. No refund is recorded here. Give the money back yourself.
• If only the payment method changed: “This corrects the recorded payment method only. No money is charged or refunded.”

On an open register, expected cash in the drawer goes up or down by the cash that changed.

Example 1Editing a bill after the register has closedA cash bill, edited after the day's count

• Bill when sold: 1 item at 100.00 + VAT 5.00105.00
• Cash counted when the register closed105.00
• Bill after the edit: 3 items at 100.00 + VAT 15.00315.00
• Cash the books now expect315.00
• Difference (short)210.00

Account	Debit (AED)	Credit (AED)	Why
6750Cash Over and Short	210.00		The drawer held less than the edited bill says
The drawer’s cash account		210.00	Book cash goes back to the 105.00 that was counted
Total	210.00	210.00	Balanced

A closed register can still have its bills edited, as long as no other shift is open on the same cash drawer. The register stays closed and its counted cash does not change. Its expected cash and cash difference are worked out again. This balancing entry is dated the day you save the edit. It is only needed when the cash on the bill changes. The bill’s own entry is restated on the bill’s date, and it adds the extra 210.00 of cash. The two together leave the books at the cash that was counted.

Example 2An invoice from the till is edited below what the customer already paidInvoice 105.00 → 31.50 · the customer paid 50.00 earlier with Collect outstanding

• Invoice when sold: 1 item at 100.00 + VAT 5.00105.00
• Paid earlier with Collect outstanding50.00
• Invoice after the edit: price 30.00 + VAT 1.5031.50
• Payment above the new total18.50

Account	Debit (AED)	Credit (AED)	Why
1100Accounts Receivable	18.50		The 18.50 is no longer needed to pay this invoice
2300Customer Deposits		18.50	The customer keeps it as advance for their next purchase
Total	18.50	18.50	Balanced

An edit never refunds money. Whatever the new total no longer needs becomes customer advance. This entry is dated the day you save the edit. It applies to a payment made later with Collect outstanding. An invoice that was part paid when the sale was made cannot go below what was paid (see A part-paid invoice from the till). The invoice’s own entry is restated on the invoice date, as on Sales invoices. The customer’s payment entry is not touched.

Putting a paid bill on credit

When a customer asks to pay later, edit the bill and enter an amount in Pay later with a named customer. This is not a normal edit. LedgerLite cancels the paid bill and posts a new linked bill for the same customer, items, prices, VAT, total and date. The new bill has a new number and falls due by the customer’s payment terms. The old number stays as Cancelled, with a link to the new bill.

For a bill of 1 item at 100.00 plus VAT 5.00, cost 60.00, put wholly on credit, the accounts change like this:

Account	Change
Accounts Receivable	Up by 105.00. The customer owes it
Sales Revenue, Output Tax Payable, Cost of Goods Sold, Inventory	No change. Sales, VAT, cost and stock stay as they were
The register’s cash	Down by 105.00. The cash goes back to the customer, and the register’s expected cash falls by the same amount

This works only when all of these are true:

• The bill is paid in cash only (card, bank transfer and Pay by link must be cleared first).
• It was rung up today, in a register that is still open.
• Nothing else on the bill was changed. Save other changes first.
• You may edit bills and sell on credit.
• The register holds enough cash to hand back.
• The bill has no warranty items and no items sold before they were in stock.

If one is not true, the till says why. Usually the way out is a return, then ringing the items again on credit.

Cancelling a bill

Cancel erroneous sale is for a bill that should never have been recorded. It removes the sale from sales, stock and VAT. The number stays and shows as Cancelled. No refund is made. The cash is no longer expected in the drawer. Give it back to the customer, or the drawer will count over. If the register has closed, its cash and cash difference are corrected with a balancing entry dated the day you cancel.

Where it shows up

Place	What changes
The bill	The corrected version replaces the old one. The change history keeps both
Reports, Day book and VAT	Figures move on the bill’s date. If you changed the Sale date, they move from the old day to the new one. A bill in a VAT return with locked figures cannot be edited
Stock reports	A changed item or quantity rebuilds the stock movement. A kept cost leaves the movement as it was
Register close and drawer	Expected cash follows the cash on the corrected bill. A closed register gets the balancing entry in Example 1
Customer	A paid till bill changes nobody’s balance. An invoice’s customer balance follows the invoice total
Sales history	The same bill, with its new details
Print	A reprint shows the corrected bill. Prints from Find bill are marked COPY / REPRINT

The register close report and the returns on a bill link to a read-only page titled Posted POS document. It cannot change anything. It has a link to Sales history, where Edit bill and Return are.

What the app blocks

These checks happen before anything is saved, so a refused edit leaves the bill exactly as it was.

Before you start

The reason shows under the bill in Find bill. Nothing was changed.

Situation	What you see
The bill has a return	This sale has a return on record. followed by the return number, for example “Linked return: ‹number›.”
The bill is in a locked period	The accounting period is locked through ‹date›.
Its VAT is in a VAT return with locked figures	Its VAT is included in the return for ‹date› to ‹date›.
A bank account it settled to is reconciled on or after the bill date	A bank account this sale settled to is reconciled through ‹date›.
A cash account it settled to is counted on or after the bill date	A cash account this sale settled to is counted through ‹date›.
The register is closed and another shift is open on the same cash drawer	Another shift is open on the cash drawer of the register that took this bill. Close that shift first, then change the bill.
Stock sold before it was received has since arrived	Part of this sale’s stock was owed and has since arrived. Use a customer return instead.
An old payment record that does not add up	This sale’s original payment record does not add up to its total and cannot be reconstructed for editing.
A sale or return is waiting to be settled on this till	Resolve the pending sale before editing another bill. or Resolve the pending return before editing another bill.. In the menu: Finish the pending POS operation first.
Another bill is already open for editing	Finish editing the current bill first.
You may not edit bills	You don’t have permission to edit a posted sale.

A closed register is not a block. You can edit the bill, but the Sale date cannot change.

When you save

Situation	What you see
No reason	Enter a reason with at least 3 characters.
Nothing was changed	Nothing has changed yet. Change the bill, or go back. in the review, or Nothing has changed. from the server
Payments do not match the new total	Payment amounts must equal the sale total.
Someone changed the bill after you opened it	This sale was changed by someone else. Reload it to see the latest version.
A return was recorded after you opened the bill	This bill now has a return, so it can’t be edited. View the return instead.
The new date is in a closed register	This sale belongs to a closed register. Its date is fixed by the register close; edit the other bill details or use a current-period correction.
An item’s VAT rate changed since the bill	This item’s tax rate changed since the bill was posted. Correct it with a current-period credit note and new sale.
The new customer is archived	This customer is archived or belongs to another company. Choose another customer.
The edit needs more stock than the shop holds, and your company does not allow selling stock that has not been received	Only ‹number› PCS of ‹item› is in stock at this location. beside the quantity
The edit takes more cash from an open register than it holds	This change takes AED ‹amount› in cash out of register ‹name›, which holds AED ‹amount›. Add AED ‹amount› to the register first, or make a smaller change.
A card payout already spent the card money	This would take Card and Payment Clearing below zero on ‹date› (balance then AED −‹amount›). Record the card sales first, or choose another date. If a card payout already took this money, reverse the payout on its own date first.
A line price or discount that the person who rang up the bill was not allowed to set. For example, a manager types a new price on a cashier’s bill	A Not saved message that says You cannot override POS price or discount
Putting a bill on credit without a customer	Select a customer to put this bill on credit.
Putting a bill on credit after other changes	Save your other changes to this bill first, then put it on credit. Putting a bill on credit keeps its items, prices, VAT and date as they are.
Putting a bill on credit that was paid by card or bank	Only cash can stay paid when a bill is put on credit. Clear the card and bank transfer amounts, or put the whole bill on credit.
The cash and the Pay later amount do not add up	The cash and the amount on credit must add up to the bill total.

If you are not sure whether a save went through, the till keeps your changes and offers to retry the same request. It never saves twice.

A part-paid invoice from the till

When the customer paid part at the till and left the rest to pay later, you can edit the items and prices. The customer and invoice date must stay, and the original payments are not changed. The new total cannot be lower than the payments already applied.

Situation	What you see
A different customer	This mixed checkout has paid receipts for its original customer. Keep that customer on the bill.
A different date	This mixed checkout keeps the business date of its paid receipts. Keep the original invoice date.
A total below what was already paid	The edited bill cannot be below the receipts or advances already applied (‹amount›). Keep the total high enough or correct the linked payments separately.

Notices that do not stop you

• Money to give back. When the new total is lower than what the customer paid, the review tells you to give the difference back. It adds “No refund is recorded here.” You can still save.
• Credit limit. On an invoice, an edit that takes the customer past their credit limit still saves. The limit only warns.

Who can do it

Action	Admin	Manager	Cashier
Open Find bill, search, View	Yes	Yes	Yes, own bills only
Reprint, Copy to receipt printer, Delivery note, Warranty	Yes	Yes	Yes
Edit bill and Edit note on a till bill	Yes	Yes	No
Edit bill on an invoice from the till	Yes	Yes	No
Put a paid bill on credit	Yes	Yes	No
Return	Yes	Yes	No
See the change history of a bill	Yes	Yes	No
See back-office invoices, Open in back office	Yes	Yes	No
Cancel erroneous sale	Yes	No	No

Prices and discounts on a bill are judged by the rights of the person who rang it up, even when a manager edits it. On a cashier’s bill, a line can stay at its saved price or go to the catalogue price. Any other price, and any new discount, is refused.

These are the standard roles. Your administrator can give a custom role each action separately in Settings › Users & access.

Fixing a mistake

1. You cannot find a bill. Clear the search and try the bill number, or part of the customer’s name or mobile. Write a date as 2026-10-26. Only the 20 newest matches show, so add more to the search. A cashier sees only their own bills. For a date range or older bills, ask a manager to use Sales history.
2. A posted bill has a wrong item, quantity, price, customer, payment method or date. A manager or admin uses Edit bill. Then choose Review changes, give a reason, and choose Save changes.
   • The bill is restated on its own date, with the same number. Nothing new is posted on the day you save, except the two cases in Example 1 and Example 2.
   • If the customer paid more than the new total, the till tells you to give the difference back. No refund is recorded.
   • On a bill a cashier rang up, a different price or a new discount is refused. Return the bill and ring it again at the right price.
3. A customer returned goods or you gave an allowance. Use Return. See Returns. A bill with a return cannot be edited, but its note can.
4. The month is locked, the VAT return is filed, or the bank or cash account is reconciled or counted. The bill cannot be edited. Use a return, then ring the sale again. See Selling at the till.
5. The customer wants to pay later. Edit the bill and use Pay later. The till may say it cannot, for example when the bill is from an earlier day or was not paid in cash. Then use a return and ring the items again with Pay later. See Taking payment.
6. The wrong payment method was used. Edit the bill and change the payment. The review says no money is charged or refunded. If the card money was already paid out to your bank, the edit is refused until the payout is reversed on its own date.
7. The sale should never have been recorded. An admin uses Cancel erroneous sale. Give the money back yourself. The number stays as Cancelled.
8. An invoice from the till is wrong. Use Edit bill on its row. For a part-paid invoice the customer and date stay. To lower it below what was paid, use a return. See Sales invoices.
9. You saved the wrong correction. Edit the bill again. Every version stays in the change history. If you see “This sale was changed by someone else”, reload the bill first.