# Voiding an Invoice Voiding an invoice is a process that allows you to cancel a customer invoice entirely. When you void an invoice, it is permanently deleted from the system, erasing it from your financial records. This action has several implications: 1. **Reversal of Payments**: If any payments have been recorded against the invoice, voiding it will reverse these payments. This ensures that your financial records accurately reflect the canceled invoice. 2. **Payable Accounts Reset**: Voiding an invoice resets the payable accounts associated with it, ensuring that your financial statements remain accurate. 3. **Inventory Reallocation**: If the invoice contains allocated inventory items from a sales order, voiding the invoice puts this inventory back into the system. This is crucial for maintaining accurate inventory records. 4. **Status Update**: The status of the sales order linked to the invoice is updated to "Released" after voiding the invoice. This change signifies that the transaction has been canceled and the items are available for sale again. Now, let's delve into the specific steps involved in voiding an invoice, depending on its payment status. ### **Voiding a Paid Invoice** If the invoice has been paid or partially paid, you must first void the invoice payment before putting the inventory back in stock and voiding the invoice itself. Here's how to go about it: #### **Voiding the Invoice Payment** 1. Open the invoice and go to Options > Show Payments.

2. You will be directed to the Invoice Payment Center, where you can view the payment(s) applied to the invoice.

3. Double-click on the payment you wish to void, access the options menu, and select "Void."

4. This action voids the payment applied to the invoice and changes the invoice status to "Open".

#### **Voiding the payment done with Customer Deposit/Customer Credit** If the invoice was paid using a customer deposit or customer credit, the process is slightly different: #### **Customer Deposit** 1. Begin by un-applying the deposit applied to the invoice. To do this, go to Options > Show Deposit(s) Applied.

2. You will be navigated to the Customer Deposit Centre, where you can view the deposit(s) applied to the invoice.

3. Right-click on it and choose the "UnApply Deposits" option to un-apply the deposit.

4. After un-applying the deposit(s), the invoice will return to the "Open" status from "Paid."

#### **Customer Credit** * Begin by un-applying credit applied to the invoice. To do this, choose "Show Credit(s) Applied" from the Options menu.

* You will be navigated to the Customer Credit Centre, where you can view the credit(s) applied to the invoice.

* Right-click on it and choose the "UnApply Credits" option to un-apply the credit.

* After un-applying the credit(s), the invoice will return to the "Open" status from "Paid."

### **Putting Back the Inventory** Now, if the invoice includes inventory items, it is essential to return the inventory to stock and reset the quantities of all inventory items to zero. There are **two ways** to do this: **Method 1: Using Void Batch Lines (Bulk Method)** 1. Select all the lines in the invoice and choose the "Void Batch Lines" option.

2. On the next screen, select the location to put away inventory line quantities and click on "Void Selected Lines".

3. This action will put the inventory back in stock and reset the inventory item quantities to zero, leaving the invoice in an "Open" status without any inventory item lines.

4. Finally, from the options menu, click on "Void" to complete the voiding process for the invoice.

**Method 2: Using Quantity Adjustment (Line-Level Method)** 1. In the **Invoice Details** section, click on the **Qty** value of the item.

2. This opens the **“Add/Change Invoice Qty”** screen. Select the **Location** where the inventory should be returned and choose **“Put-away.”** Enter the **Change Qty** and click **✓ (Confirm).**

3. Click **“Close.”** The item is returned to inventory, and the line is automatically removed from the invoice.

4. Finally, from the **Options** menu, click **“Void”** to complete the voiding process for the invoice.

### **Removing Invoice Lines Without Restocking Inventory** There is no supported way to remove inventory item lines from an invoice without returning the inventory to stock in ERP. This is because Invoices reduce inventory when items are billed/shipped, and any removal (Put-Away, Void Batch Lines, or quantity update) reverses that movement. In this way, the system ensures inventory consistency by automatically restocking items when they are removed from the invoice. If your goal is to remove the invoice line but keep inventory unchanged, you can follow the steps below: 1. Open the invoice where you want to make the changes.

2. Select the inventory item lines you want to remove. Click on the **Options** menu in the **Invoice Details** section and choose **Void Batch Lines**.

3. A **batch void** screen will appear where you need to select the location to put away the inventory quantities. Select the required location from the **Location** dropdown and click **Void Selected Lines**.

4. This action will remove the lines from the invoice and return the inventory to stock.

5. If you do **not** want inventory to be restocked, you can manually adjust the inventory after removing the lines: 6. Go to the **Inventory by Location** module and locate the item for the relevant store and location.

7. Right-click on the record and select **Adjust Inventory**.

8. The **Inventory Adjustment** page will open.

9. Manually update the **New Qty** and click on **Adjust Inventory**. The **Net Available quantity** changes accordingly for that location.

### **Voiding an Unpaid Invoice** If the invoice remains unpaid and is in "Open" status, the procedure is more straightforward: 1. Change the quantities of all inventory items to zero. 2. After adjusting the inventory quantities, void the invoice by selecting the "Void" option from the options menu. --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://docs.xorosoft.com/xoroerp-1/sales/invoice/invoice/voiding-an-invoice.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.