LA A/R - Data Entry: Void Invoices

Void Invoices

This AR Data Entry routine voids invoices that were entered incorrectly or were lost or damaged. You may void a single invoice or a range of invoices.


Starting/Ending Invoice — Type the number for the range of invoices you would like to void. To void a single invoice, enter that number as both the starting and ending invoice.

AR Account — Select the AR Account, if used, for the invoices being voided. (Since Invoice numbers might overlap for different AR Accounts, the routine needs to know which AR account to use.

Void On — Enter the date to attach to the voiding transactions.

  • Restore to AR Transactions — Mark this check box if you would like to void just the invoice, and return the original transactions to the Invoice Entry list. You can then edit and post the transaction and print a replacement invoice.

Verify — Select this button to scan the transactions. If the verification process is successful, a grid will open that displays a list of all the invoices found in the range and AR Account defined. Uncheck any that you do not want voided.

Post — Click on the now active Post button to void the selected invoice(s). If voiding multiple invoices, expect this procedure to take a few minutes to complete.

Print    When posting is completed, be sure to print out a list of your voided items.

If there is a payment associated with a voided invoice, and...

  • You do not select to the Restore to AR Transactions option, the payment will appear in the customer's record, but no "applied to" information will be indicated. You can reapply the payment to a new invoice by using the Adjust Apply To routine in Utilities.

  • You do select the Restore to AR option, the payment will be reclassified to the new invoice transaction being created.

In either case, voiding impacts only the original invoice transactions, not the payment entries. On an accrual basis, if you void an invoice, a journal entry should then be made, removing the invoice from the AR account (debit) and a credit to the Over Payment account. A journal entry should never be made against cash in this case, because the deposit was already made to the bank and you cannot change what was deposited to a bank after the fact

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