Sales Records, Returns & Cancellations
Finding past invoices, processing returns and cancellations, and working with sales orders.
Searching invoices
Go to Invoice → All Sales (/sells) and enter either the Local Invoice Number (generated by XPOS Cloud) or the SDC Invoice Number (the one submitted to TaxCore) — search runs automatically as you type. Narrow results further with filters:
| Filter | What it does |
|---|---|
| Business Location | Restrict to a specific branch/location. |
| Customer | Invoices for one customer. |
| Payment Status | Paid, Pending, or Partially Paid. |
| Date Range | Invoices issued within a start/end date. |
| User | Invoices created by a specific operator. |
| Shipping Status | Shipped, Pending, or Cancelled. |
| Subscriptions / Payment Method | By subscription type or payment method used. |
For refunds or copy invoices, always search by the reference number to find the correct original invoice — XPOS Cloud validates reference numbers automatically when they're linked to advance/proforma invoices, refunds, or copies, so nothing incorrect ever reaches TaxCore.
Upload: the All Sales search screen with the filter panel open.
Sales returns
The quickest method, best for simple returns:
- Open Invoice → List Sell Return and locate the sale.
- Click Edit on that invoice.
- Remove the returned item entirely, or reduce its quantity.
- Save.
The returned quantity goes back into inventory automatically — no separate return entry is needed.
Cancelling an invoice
XPOS Cloud never deletes or edits a fiscalized invoice to "cancel" it — that would break the fiscal record. Instead, cancelling issues the matching refund:
- A Normal Sale is cancelled by issuing a Normal Refund.
- An Advance Sale is cancelled by issuing an Advance Refund.
Selecting Cancel on an invoice generates the appropriate refund automatically, mirroring the original invoice's items, amounts and taxes for full traceability. The refund's Buyer ID is auto-filled with the seller's own TIN, and its Reference Number is auto-filled with the original sale's SDC Number, linking the two. The original invoice is retained untouched, and every cancellation is logged with the user and timestamp, and appears in reports and audit logs. Only authorized users can cancel invoices.
Sales orders
A sales order is what you issue to a buyer in response to their purchase order — it confirms the transaction (billing/delivery details, products and quantities, pricing/tax/discounts, payment terms, shipping) before goods ship. Once the buyer approves it, you fulfill and ship.
Enable it under Settings → Business Settings → Sales tab → enable Sales Order → Update Setting. Create one via Invoice → List POS → Sales Orders → Add Sales Order, filling in customer, products, pricing and shipping — inventory is not deducted at this stage. Print it to share with the buyer for approval.
Orders move through Ordered → Partial → Completed. Once approved, convert it to a real sale: go to Invoice → Add Sale, pick the business location and customer, then select the approved order from the Sales Order dropdown — products, prices, taxes and discounts load automatically. Adjust quantities if needed and save.