Accounts Payable - Void Invoices

Overview

Pgm: APVOUVOD – Void Invoices; standard Treeview path: Accounts Payable > Voucher > Void Vouchers

Once an invoice has been posted, it must be voided in order to reverse its distribution to the General Ledger and its sub-ledgers. This screen is used to reverse the distribution of posted invoices in the Accounts Payable sub-ledger and the General Ledger, and where applicable, the Job, Equipment, Purchase Order, and Subcontract sub-ledgers.

If an invoice has had retainage released, the retainage invoice must be voided before the original invoice is available for voiding.

NOTE: An invoice with an attached memo will not be available for voiding. Voiding an invoice with an attached memo is handled by writing another memo against the voucher to offset the previous memo. For more information, please refer to Accounts Payable - Entering Debit/Credit Memos.

NOTE: If an AP invoice batch is posted using the Post Invoices (no GL/JC) utility, the batch or invoices cannot be voided. For more information, please refer to Accounts Payable - Post Invoices – No GL/JC.

Selection Criteria

Company

The user company, specified via the Set User Defaults screen (standard Treeview path: Accounts Payable > Setup > Set User Defaults) defaults into this field.

Batch

This is the identifying batch number, used to group a set of vouchers for voiding, and it is initially set to the user’s last posted batch. Its LOV is populated with the user’s posted batches, and if the user has the security privilege to see other user’s batches, it is also populated with all posted batches for the company.

The display-only field to the right of this field displays the batch’s name, which is composed of three parts: user’s name, current date, and batch type code.

[Create Batch] – Button

To create a new batch, clear the Batch field and tab or click away from it. This makes the [Create Batch] button available. Click it to create a new batch and to have its automatically generated number put into the Batch field. Also, when a batch is created, it is associated with the user, assigned a batch type code, and a batch name is automatically generated for it.

Void Date

This date is the date the reversal will affect the GL and its sub-ledgers. The system will default the last day of the Current Account Payable year and period.

Vendor

Select a vendor to filter entries by or leave this field blank to not filter entries by Vendor.

[Query] – Button

This button is used to refresh the screen according to this section’s selected parameters.

Job

Select a job to filter invoices by, or leave this field blank to not filter Invoices by job.

Print Reports Immediately – Checkbox

Check this box to print the Posting Report immediately after posting; otherwise, it can be printed at a later time using the Print Posting Reports utility.

Select Invoices

Select – Checkbox

Use the checkboxes under the select column to mark the invoices to void. The system will automatically place start the detail section in query mode, enter the required criteria and execute the query. An invoice with an attached memo will not be available for voiding.

[Clear] – Button

This button unchecks the ‘Select’ checkbox for all invoices.

[Void] – Button

This button will start the voiding process, which reverses the original transactions posted to the General Ledger, Job Cost, and Equipment sub-ledgers if required; plus, it marks the invoices as voided.

[Edit List] – Button

View the edit list, for verification purposes, prior to voiding the batch.