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Corrections

Once an invoice is issued, its number, dates and lines are frozen. To change it, you make a correction: a correcting invoice that names the invoice it corrects and carries the difference. The original stays as it is, and the corrections line up under it, so the invoice always shows its current state.

Before you start

  • Corrections are made from an issued invoice, by a role that may change TMS data; a member limited to some TMS modules needs Finance.
  • A pro forma and a correction are not corrected: "Correct the original invoice, not a pro forma or another correction."
  • Corrections go to KSeF by hand, with an XML file Quanty prepares (see The correction in KSeF).

Correct or cancel?

SituationWhat to do
The invoice has a KSeF number.Correct it. "This invoice is already filed in KSeF, so it cannot be cancelled. Make a correction instead."
Payments are recorded on it.Correct it, or remove the payments first if cancelling is really right ("Payments are recorded on this invoice. Remove them first.").
Not in KSeF, no payments, issued by mistake.Cancel invoice: "The invoice stays in the history as cancelled and its orders can be invoiced again." See Invoices.

Make a correction

A correction: change the lines as they should be.
The Correction invoice dialog: the reason, the lines as they should be, Issue the correction right away, the VAT summary and the difference
  1. Open the issued invoice, ⋯, Correction.
  2. Correction invoice: "Change the lines as they should be. Quanty issues a correction with the difference; the original stays as it is."
  3. Write the Reason for the correction, for example "agreed freight lowered after a delay". It is required.
  4. Change the lines: the quantity, the price, the VAT rate, the description. Add or remove a line if needed.
  5. Watch Difference under the VAT summary: the change the correction makes, in red when it lowers the invoice.
  6. Leave Issue the correction right away ticked to issue it at once, or untick it to keep it as a draft and check it first.
  7. Click Create correction. The correction opens.

When the lines are the same as on the invoice, Quanty refuses: "The lines are the same as on the invoice, so there is nothing to correct."

The state after earlier corrections

A second correction starts from the invoice as it stands after the corrections already issued: "The lines show the invoice after the corrections already issued. Change only what this correction changes."

If another correction of the same invoice is issued or cancelled while your dialog is open, Quanty stops you: "Another correction of this invoice was issued or cancelled in the meantime. The lines now show the new state: check them and create the correction again."

The correction document

  • It has its own numbering, separate from invoices.
  • It names the invoice it corrects and its KSeF number, and when your company or the buyer changed since, it prints the parties as the corrected invoice printed them.
  • It goes to the correspondence address of the corrected invoice: "The correction goes to the address of the corrected invoice: …. Pick another one above."
  • It converts VAT to PLN like its invoice: Quanty warns in the KSeF file when the rate differs from the corrected invoice's, since "A correction usually keeps the original invoice's rate".
  • Its rail says Correction of the invoice, and the invoice's Corrections section lists Corrected by with each correction ("No corrections." otherwise).

A correction is printed, e-mailed and posted like any invoice (see Sending invoices and KSeF), and it changes what is open on the invoice: a correction that lowers the amount lowers what the client still owes.

Cancel a correction

A draft correction is cancelled like any draft. An issued correction that is not in KSeF can be cancelled, latest first: "A later correction of this invoice was made from the state this one is part of. Cancel the later correction first, then this one."

The correction in KSeF

A correction cannot go through the KSeF sending table: its KSeF section says "This correction goes to KSeF by hand, as a correcting invoice."

The FA(3) file, checked before you download it.
An invoice with two lines: its KSeF section says it goes to KSeF by hand, and after Check the XML for KSeF the file is ready, with Download XML (FA(3))
  1. Choose When the correction counts for VAT: In the period of the original invoice, In the period of the correction or In another period. Quanty marks one as suggested and says why; "Check the choice with your accountant."
  2. If the corrected invoice is in KSeF and Quanty has no KSeF number for it, type its KSeF number of the corrected invoice (NIP-YYYYMMDD-XXXXXXXXXXXX-XX). Without it, the file says the corrected invoice was issued outside KSeF.
  3. Click Check the XML for KSeF, fix what it lists, and Download XML (FA(3)).
  4. Load the file in the Ministry of Finance KSeF application, and note the KSeF number on the correction once KSeF accepts it.

Quanty also checks that the corrected invoice is not dated after the correction, that the correction is in the same currency as the invoice, and that its reason fits KSeF (at most 256 characters). The whole procedure is on Sending invoices and KSeF.

Good to know

  • A correction of a correction is refused in KSeF as well: correct the original invoice.
  • The correction of a debit note is not a VAT invoice and does not go to KSeF.
  • A correction of an invoice copied from another system running next to Quanty is made in that system.
  • An order's Settlement tab counts corrections in its revenue, so the margin follows them.

Not tax advice

Quanty suggests when a correction counts for VAT from how the amounts change. Which period is right for your correction is for you and your accountant to decide.