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Changing, reprinting or cancelling a bill

What you’ll do here: find a saved bill, reprint it, change it the GST-correct way, or cancel it.

Finding a saved bill

Press Alt+M (or Ctrl+F3), or choose Transactions › Modify / Reprint Bill.

The MODIFY box at the top helps you narrow the list:

Press Enter to go from box to box. Below the box is the list of bills.

Modify / Reprint Bill. Open it with Alt+M, or Transactions › Modify / Reprint Bill.

In the list:

Two letters may appear beside a bill:

• X: this version of the bill hasn’t been printed;
• M: the bill was changed after it was printed.

The WHO AND WHEN panel shows who made the bill, who changed it and who printed it.

The saved bill’s action bar

When you open a bill, a bar of actions appears. Choose one with ← → and press Enter, or press its key:

Reprinting a bill

1. Press Alt+M and find the bill.
2. Press F10.

A reprint says DUPLICATE on it, so it can’t be mistaken for a second sale.

To print it once on different paper, for example an A4 GST invoice for a customer who asks for one, press Alt+P and choose the layout.

Changing a bill (Modify Bill)

Sometimes a bill needs fixing after it is saved: a wrong item, a wrong quantity, a customer who comes back for one more thing.

1. Press Alt+M and find the bill.
2. Press F3 (Modify), or Ins in the list.
3. The bill opens with its items. Change what needs changing: add, remove or edit lines.
4. Press End for payment, and save.

On a GST-registered shop: the GST-correct way

GST rules don’t allow a saved tax invoice to be quietly rewritten. So on a Regular or Composition shop, Setu never changes the old bill. Instead, when you start, it says:

“Changing <bill> (₹…). GST rule: <bill> stays as saved; saving makes a credit note for it and a new bill dated today. Change items, End = payment and save. Esc = leave without changes.”

When you save, Setu:

1. keeps the old bill exactly as it was;
2. makes a credit note that cancels the old bill;
3. makes a new bill, dated today, with the new number.

The green line says, for example, “Saved <new bill> · ₹285.00 · replaces <old bill> (credit note <number>)”. If the total changed, it tells you what to do at the drawer: “Collect ₹40.00 more from the customer” or “Give ₹165.00 back to the customer”.

Give the customer the new bill. Your GST returns stay right, because the old bill, the credit note and the new bill all appear in them.

Lines already on the bill keep the GST rate they were billed at. New lines take today’s rate.

On an unregistered shop

On a shop with no GST registration, the bill is changed in place. Setu says “Modifying <bill>…”, and saves it as “Modified <bill> · ₹…” with the same number.

Things to know

• A bill being changed can’t be held (Alt+H).
• Every change is recorded: who changed it, when, and what the bill was before. The owner can see this with F9 in the bill list, and in Reports › Audit log.
• A cashier is never stopped from fixing a bill. If a cashier’s change is above the shop’s Cashier Modify Bill limit (₹1,00,000 unless the owner changes it), it is saved straight away with the note “above the cashier’s Modify Bill limit: saved, the owner will review it”. When the owner signs in, Setu lists such changes from the last 7 days, to review in Reports › Audit log.

Cancelling a bill

Cancel a bill only when the whole sale didn’t happen, for example a bill saved twice by mistake. For goods brought back, use a sale return instead.

1. Press Alt+M, find the bill and open it.
2. Press Alt+C (Cancel bill).
3. Setu shows “CANCEL BILL — the bill stays in records and a reversal entry is posted. Be careful.”
4. Type the Reason (required).
5. Type your PIN or passphrase. A cashier needs a manager: type the Manager user and the manager’s PIN or passphrase.
6. Click Cancel this bill.

Bills are never deleted, and bill numbers never change or get reused. A cancelled bill stays in the records, marked as cancelled, with a reversal entry.