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. 

 

 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. 

 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". 

 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.