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.

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

1. 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.

1. 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.

1. 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).

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

1. 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.

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

1. 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.

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

1. If you do not want inventory to be restocked, you can manually adjust the inventory after removing the lines:

2. Go to the Inventory by Location module and locate the item for the relevant store and location.

1. Right-click on the record and select Adjust Inventory.

1. The Inventory Adjustment page will open.

1. 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.

Does voiding an invoice also void the shipping?

Yes. When an invoice is voided, the linked Sales Order is reverted to the Released status. As a result, any associated wave that was previously shipped is automatically voided. Therefore, the shipping transaction linked to that wave is effectively voided as part of the invoice voiding process.

What happens when an invoice is voided?

• Reverses any associated payments

• Returns allocated inventory back to stock

• Changes the linked Sales Order status back to Released

• Automatically voids the associated shipped wave

If the objective is only to cancel the shipping label without impacting the invoice, Sales Order, or wave, use the Void Label option from the Shipment screen instead.

Navigation: Invoice → Edit in New Window → Prepare Shipment → Shipment → Pack and Cartonize → Edit → Void Label

FAQs - Voiding an Invoice

Why am I getting Error Code 102 when trying to void an invoice?

Error Code 102 typically occurs when the invoice has dependencies that must be removed before it can be voided. Common causes include existing payments, applied deposits or credits, or inventory transactions associated with the invoice.

Before voiding the invoice, ensure that:

• Any payments associated with the invoice have been voided.

• Any applied customer deposits have been unapplied.

• Any applied customer credits have been unapplied.

• Any inventory allocations or inventory lines have been reversed or removed.

Once these dependencies have been cleared, you can proceed with voiding the invoice.

How do I void a paid invoice?

A paid invoice cannot be voided until its associated payment has been voided.

To do this:

1. Open the invoice.

2. Navigate to Options > Show Payments.

3. Void the associated payment.

4. Return to the invoice and select Options > Void.

Why can't I void an invoice with a customer deposit applied?

Invoices with applied customer deposits cannot be voided until the deposits are unapplied.

To unapply the deposit:

1. Open the invoice.

2. Navigate to Options > Show Deposit(s) Applied.

3. Select UnApply Deposits.

4. After removing the deposit, proceed with voiding the invoice.

How do I void an invoice that has customer credits applied?

If customer credits have been applied to an invoice, they must first be removed before the invoice can be voided.

To do this:

1. Open the invoice.

2. Navigate to Options > Show Credit(s) Applied.

3. Select UnApply Credits.

4. Once the credits have been removed, void the invoice.

Can I void an invoice that contains inventory items?

No. If the invoice contains inventory transactions, the inventory must first be reversed before the invoice can be voided.

Depending on the transaction, you can either:

• Use Void Batch Lines, or

• Reverse the inventory through Put-away or quantity adjustment.

After removing the inventory impact, return to the invoice and select Options > Void.

What is the correct process for voiding an invoice?

Follow the steps below to successfully void an invoice:

1. Open the invoice.

2. If the invoice has payments, navigate to Options > Show Payments and void the payment.

3. If customer deposits are applied, navigate to Options > Show Deposit(s) Applied and unapply the deposits.

4. If customer credits are applied, navigate to Options > Show Credit(s) Applied and unapply the credits.

5. If the invoice contains inventory lines, reverse the inventory using Void Batch Lines or Put-away/Quantity Adjustment.

6. Return to the invoice and select Options > Void.

I completed all the required steps but still receive Error Code 102. What should I do?

If Error Code 102 still appears after removing payments, deposits, credits, and inventory dependencies, record the complete error message and contact your system administrator or Xoro Support. The additional error details can help identify the remaining dependency preventing the invoice from being voided.