# Void Purchase Invoice

### **Module Guide: Void Purchase Invoice**

#### **Module Location**

#### Purchasing > Void Purchase Invoice

#### **Module Objective**

#### The **Void Purchase Invoice** module is an administrative tool used to **void** a purchase invoice that has been incorrectly recorded in the system. The "void" process is different from "delete"; "void" will keep a record of the invoice in the system but give it a "canceled" status and automatically create a reversing journal to neutralize its accounting impact. This is the correct accounting procedure for maintaining an **audit trail**.

### **1. Main View (Purchase Invoice List)**

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

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/paJimage.png)

#### **View Explanation & Filters**

#### This page is for finding and selecting the invoice to be voided.

- #### **Filters**: You can search for a specific invoice by **Invoice Number**, **Item Category**, or a date range (**Date From / Date To**).
- #### **Invoice List**: The table below will display all invoices that match the filters, with columns such as **Invoice Number**, **Invoice Date**, **Purchase Order Number**, and **Vendor Name**.

#### **Button Functions**

- #### **Void**: The main action button to run the voiding process on a selected invoice.

### **2. Steps to Void a Purchase Invoice**

#### **Step 1: Find the Invoice**

#### Use the available filters, especially the **Invoice Number** search bar, to find and locate the purchase invoice you wish to void. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/4Ewimage.png)

#### **Step 2: Select the Invoice**

#### Select one or more invoices to be voided by checking the box in the leftmost column of the corresponding row(s).

#### **Step 3: Run the Voiding Process**

#### Click the **Void** button in the bottom-left section of the page. The system will likely ask for your confirmation before proceeding with the voiding process. Once confirmed, the invoice's status will change to "voided". ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/iNYimage.png)

### **Tips & Important Notes**

- #### The 'Void' process **does not delete the invoice data**, it only deactivates it. This is important for maintaining the integrity and completeness of historical data.
- #### After an invoice is voided, the system will automatically create a **reversing journal** to neutralize the accounting impact of the original invoice (e.g., debiting accounts payable and crediting the related expense/asset account).
- #### Ensure you have sufficient **authorization** before voiding an invoice, as this action will directly affect the company's payable records.
- #### This module is generally used by the **Accounting (AP - Account Payable)** team.