An invoice can be unprocessed to make corrections, changes, or voiding an invoice. Negative transactions are posted to the general ledger when an invoice is unprocessed. These negative transactions offset the original transactions posted when the invoice was processed. An invoice must be unprocessed before it can be deleted. The user has the option to void the payments if the invoice was processed as a cash invoice. Any payments posted to a charge invoice will NOT be voided but will be recorded as down payments to the sales order. Review the Payment Methods and Terms section for more details on down payments. Any payments must be voided before an invoice can be deleted. Review the Customer Payments > Viewing or Voiding Customer Payments section for more details.
An invoice may need to be voided for the following reasons:
Invoice information was entered incorrectly and data needs to be changed such as a wrong G/L code, wrong invoice date, invalid pricing, wrong inventory code, etc. Voiding the original invoice, changing the incorrect data, and reprocessing it can only accomplish this. After an invoice is processed, most of the information cannot be changed since the transactions were used to update a variety of history information.
The invoice was accidentally processed.
A processed invoice cannot be deleted directly but must be voided before the unprocessed invoice (sales order) can be deleted.
Undoing an Invoice
Open and view the invoice to be voided. Review the
Viewing a Sales Invoice
section for further details.
Select invoice menu option - Process
> Unprocess or press Ctrl
+ U on the keyboard.
to continue with the void or No
to cancel. The following dialog will appear if the original
invoice was processed as cash.
If Yes is selected the Invoices and S.O.s window will open with the unprocessed invoice (sales order) displayed. Make the desired changes and either save or reprocess the sales order.
NOTE: You will not be able to void an invoice that was processed within a fiscal year or month that has already been closed. If it is not possible to void the invoice, enter a credit to offset the transactions that were created by the original invoice.