Correct, cancel or return a bill

AgroPay gives you four ways to deal with a bill that is wrong. Choose by what actually happened.

The bill has a mistake, and nothing went back

Open Registers → All Sales (Day Book), find the bill and choose Edit.

• Update this bill keeps the same bill number. Use it for a mistake noticed before the bill was filed in a GST return.
• Reissue as a corrected copy cancels the old bill and makes a new one with a new number and the original date. Use it when the customer already has the old bill.

The place of supply and the buyer’s GSTIN stay locked to the original bill, so an already-filed return does not change underneath you. Neither option is available once a credit note exists against the bill.

The sale should never have happened

In All Sales, choose Cancel and type a short reason. AgroPay puts the stock back into the exact batches it came from and reverses that bill’s balance on the customer’s khata. The bill stays in the list marked as cancelled, prints with a “CANCELLED BILL” band if reprinted, and appears in the Cancelled bills register.

Cancelling never pays cash out of the till. If the customer had already paid, the amount stays with them as an advance; pay it out with a payment entry if needed.

The farmer brought some goods back

Use Sale Return. Find the original bill by bill number or customer name, and enter the quantity returned on each line. You can return part of a bill, and each line is capped at what has not already been returned.

Saving prints a credit note against the original bill. Stock goes back to the batches it was sold from. The amount comes off whatever is still owed on that bill, and the rest is shown as cash refunded. The credit note appears in the GST report automatically.

Returning goods to a supplier

Use Purchase Return the same way. The returnable quantity is limited to what is still in stock in that batch, and saving prints a debit note against the supplier’s bill.