Accounts Receivable - Voiding Invoices

Pgm: ARINVVOD – Void Invoices; standard Treeview path: Accounts Receivable > Invoice > Void Invoices

Once an invoice has been posted, it can’t be deleted from the system and must instead be voided. The Void Invoice screen reverses all of the transactions associated with the posting of the invoice from the Accounts Receivable and General Ledger systems and any other sub-ledgers involved. An invoice is available for voiding if it has not been paid or does not have any memos or adjustments. If there have been payments received, then the payments must be voided first.

NOTE: Memos cannot be voided in Accounts Receivable. There is no void function to void an AR memo like there is for voiding an invoice. Memos increase/decrease outstanding amounts on an invoice, so voiding a memo is handled by writing another memo against an invoice to offset the previous memo.

A voided invoice is not removed from the system, so the system will not allow the invoice number to be used again. If the invoice to void has had retainage released on it already, then the retainage release invoice must be voided first. Once this is done, the original invoice can be voided.

Company, Batch

Verify the company code and batch number. Press the [Create Batch] button to make a new batch for voided invoices, if needed.

Void Date

Enter/select the date for the fiscal period the debits and credits from this batch are posted to. All invoices selected for voiding in this batch are posted using this date. As with the standard AR posting program, the system defaults the current system date if it falls within the current AR period; otherwise, it defaults the last day of the current AR month.

Select Invoice(s) for Voiding

The system automatically displays all invoices available for voiding. Mark the required invoices by checking the select checkbox next to the invoice number. When complete, press the [Void] button to start the process.

Unlike some screens, the voiding of an invoice does an immediate posting. Most of the other functions on the system require the use of the Post Batch option.