Deleting a POS Session and Its Invoices: Steps and Restrictions

This guide explains how to delete a sales session in the point of sale, how to delete an invoice within a session, every message that might stop you from deleting, such as … can not be deleted because it has transactions, and how to resolve each case.

The basic rule

• Only an empty session can be deleted: a session with no invoices (not even deleted ones still in the trash) and no cash movements.
• Deleting a session doesn’t delete its invoices; you must delete the invoices first.
• You can’t delete an invoice in a closed or validated session; you must reopen the session first.

Session statuses and their actions

Status	Actions available on the session page
Open	Close Session.
Closed	Validate Session and Reopen Session.
Validated	Invalidate Session (the session goes back to Closed).

To return a validated session to open: Invalidate Session → Reopen Session.

Delete a sales session

1. From Point of Sales, open POS Sessions.
2. From the actions menu (…) next to the session, choose Delete.
3. In the Confirmation Message, click Yes.

• The delete button is only in the sessions list, not on the session page.
• An empty session can be deleted in any status (open, closed or validated).
• You need the Delete Session permission. Set it from Roles.
• Sessions are deleted one at a time (there’s no bulk delete).

Message: the session can’t be deleted because it has transactions

Message	Cause	Solution
… #… can not be deleted because it has transactions	The session has invoices, refunds or notes, or cash movements (cash deposit/withdrawal).	Delete the session’s invoices, then delete them permanently from the trash, and delete the cash movements. Steps.
… #… can not be deleted because its invoices are still in the trash. Please remove them completely from the system and trash.	You deleted the invoices, but they’re still in the trash and still linked to the session.	Delete them permanently from the links in the message: Invoices Trash, Refund Trash and Credit Note Trash.

Scenario: deleting a session that has invoices

Example: a session was opened by mistake and test invoices were recorded in it, and you want to delete it completely:

1. Open the session. If it’s Validated, click Invalidate Session.
2. If it’s Closed, click Reopen Session.
3. Delete the refunds and notes linked to the session’s invoices first, then delete the invoices.
4. Delete the session’s cash movements (deposits and withdrawals).
5. Open the Trash and delete the session’s invoices and refunds permanently.
6. From POS Sessions, delete the session.

Delete an invoice within a session

You can’t delete (or edit) an invoice, refund or note that belongs to a session that isn’t open; the message You can’t delete the Invoice #… that related to closed POS session appears.

1. Open the session from POS Sessions.
2. If it’s validated: Invalidate Session.
3. Reopen Session.
4. Open the invoice and delete it; it moves to the trash.
5. Close the session and validate it again.

When you close and validate the session again, the session summary and its journal entries are recalculated without the deleted invoice.

Delete cash movements (cash deposit and withdrawal)

Cash movements appear under Cash Movements in the session menu, and Edit and Delete appear for them only while the session is open. If the session is closed, reopen it first. The receiving staff member’s password may be required if the movement is with another staff member’s treasury.

Other things that prevent deleting an invoice

Cause	Message / solution
The invoice has a refund or a note.	Invoice #… cannot be deleted because it has linked refunds, credit notes, or debit notes. Remove the linked documents first. — Delete the refund first.
The invoice is an issued e-invoice (ZATCA).	It can’t be deleted; issue a refund or a credit note.
The invoice’s stock requisition is approved.	… that has approved requisition — Delete or reject the requisition first.
The invoice date is in a closed period.	Temporarily open the closed period.
The invoice’s commission is in a commission sheet that isn’t open.	Return the commission sheet to the open status.
A tracked product (serial number or lot) would end up with an incorrect balance.	Review the tracked product’s transactions.

Alternatives to deleting

• A refund from the POS screen to cancel a real sale, instead of deleting the invoice. It’s the more accurate approach for accounting, and it’s required for e-invoices.
• Invalidate Session then Reopen Session to edit an invoice or a payment (such as changing the payment method), then close and validate the session again.
• Leave the wrong session as it is if it has real invoices, and correct the invoices with refunds.

FAQ

When I delete a session, it says it can’t because it has transactions?

The session has invoices, refunds or cash movements, or deleted invoices still in the trash. Delete them, then delete them permanently from the trash. Steps.

I deleted all the session’s invoices and it still can’t be deleted?

The invoices are still in the trash; delete them permanently, and delete the cash movements too.

When I delete an invoice, it says it’s related to a closed session?

Reopen the session (after invalidating it, if it’s validated), then delete the invoice, then close and validate the session.

The Reopen Session button doesn’t appear?

The session is validated; invalidate it first. Or you have another open session.

I can’t find the delete session button?

Deleting is done from the sessions list, not the session page, and it requires the Delete Session permission.

Does deleting a session delete its invoices?

No, a session can only be deleted if it’s empty.