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's essential to put the inventory back in stock and reset the quantities of all inventory items to zero:

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.

   

   

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.