If you create an invoice in error or you need to correct an invoiced order, you can void the invoice. Voided invoices are set to internal. This makes sure voided invoices do not show up on customer-facing reports such as Customer Statements.
Voiding an invoice is not recommended in the following situations:
- If an invoice is sent to the customer, and they require a credit.
- If the tax period the invoice is processed is closed. Voiding an invoice in a different period can affect tax reporting.
- If using an accounts receivable interface.
If you do not use General Accounting & Analysis Module (GL), see the Void Invoice Configuration article to verify the system is properly configured before voiding an invoice.
To void an invoice:
- Click the Invoices link from the Main Menu. The Invoices screen opens.
- Select the invoice to void.
- Right-click and select Tools -> Void Invoice. The Void Invoice Date screen opens.
- Enter the void date. If using the GL module, the Void Invoice Date should be in the fiscal period which the revenue is reversed.
- Click Continue. The invoice is voided.
Void Invoice Security
Voiding invoices is controlled by the Allow Voiding of Invoices access privilege. Any user assigned to the privilege is able to void an invoice. If there are no users assigned to the privilege, it is considered inactive and no users can void invoices.
Comments
13 comments
My security option allows me to void but the message is
User GBARFOOT44 is not allowed to void invoices. User restricted by security option: Allow voiding of Invoices
0 upvotes
Hi Gail,
Verify in the access privileges screen that your user is assigned to the "Allow Voiding of Invoices" privilege. If no users at all are assigned to this privilege, then it is considered disabled and no one can void invoices.
Thanks,
Maggie
0 upvotes
Hello All, We do use this but very carefully. All voids are done by finance on request. We feel that there needs to be a warning/restriction on the voiding of invoices in a closed period. Is that reasonable?
0 upvotes
Hi Al,
Please submit a ticket with our Client Care Team by using the Submit a Ticket link at the end of this article so they can review this in more detail.
Thanks,
Maggie
0 upvotes
In our case we have the GL module, but voiding the invoice does not correct the autoreverse entries that are created in the Accounts Receivable and Deferred Revenue accounts when the invoice is initially created.
0 upvotes
Voiding an Invoice was not intended to correct the auto reverse of deferred revenue. It is assumed that a new corrected invoiced would be created and the deferred revenue would already be transferred to accounts receivable. The Deposit transaction would need to be manually applied to the new invoice on the account ledger.
0 upvotes
is there a way you can print a voided invoice? basically printing it to send to a client showing its been voided?
0 upvotes
A voided invoice is no longer available to re-print. If you need to send a negative invoice to a client, it is recommended you use the Credit Invoice process.
0 upvotes
It is handy to allow certain staff the access to void invoices but once access is granted, it is very hard to control. I would like to be able to set a time limit. Eg, Only void an invoice within Invoice Date + x days. That way we can set this value low to ensure voids are only done for immediate corrections and not to retrospectively re-issue PP invoices months later when the client changes numbers and wants a 'new invoice with everything on it'
0 upvotes
Is there a way to void multiple invoices at once?
0 upvotes
Hi Shelby,
Only one invoice can be voided at a time.
Thanks!
Maggie
0 upvotes
Is there a way to edit the date of the voided invoice? The invoice was created at the end of January and the invoice was voided beginning of February, but I'd like to change the date the invoice was edited to end of January so it can be all in the one month.
0 upvotes
The date on a voided invoice is not something that can be changed.
If you use the GL, you could reclass the void journal entry to January and make a note on the JE as to why the invoice window shows a different date for the void.
Thanks!
Lauren
0 upvotes
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