Void Project Invoice

Module Guide: Void Project Invoice

Module Location

Project > Void Project Invoice

Module Objective

The Void Project Invoice module is a correction tool used to void a Project Invoice document that was created in error (e.g., wrong value, wrong stage, or wrong customer). This process does not delete the invoice, but rather creates a reversing transaction to neutralize its accounting impact and maintain the integrity of the audit trail.

1. Main View (Project Invoice List)

The main page of this module displays a list of active project invoices that can be voided.

View and Function Explanation

• View: This page is for finding and selecting the project invoice to be voided. You can see the Invoice No., Invoice Date, Customer Name, and payment Status.

• Filters: Use the Invoice No. filter or a Date range to find the invoice you want to void.

• Action Buttons:

  • [Cancel]: The primary button to run the voiding process on a selected invoice.

2. Steps to Void a Project Invoice

1. Find the Invoice: Use the available filters to find the project invoice you want to void.

2. Select the Invoice: Select the invoice to be voided by checking the box in the leftmost column of the corresponding row.

3. Run the Voiding Process: Click the [Cancel] button in the bottom-left section of the page. The system will likely ask for your confirmation before proceeding.

3. Process Results

After a project invoice is voided, the system will:

1. Automatically create a reversing journal to neutralize the receivable record from the original invoice.

2. Re-open the status of the stage (milestone) on the related Project Sales Order, so that the stage is ready to be billed again correctly.

Tips & Important Notes

• Ensure you have sufficient authorization before voiding an invoice, as this action will affect the company's receivable records.

• This is an important control module for the Finance Department (AR) and Project Administration to ensure billing accuracy.