Void Sales Invoice

Module Guide: Void Sales Invoice

Module Location

Sales > Sales Invoice > Void Sales Invoice

Module Objective

The Void Sales Invoice module serves as a tool to void a sales invoice that has already been issued. 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 (Invoice List)

The main page of this module displays a list of active sales 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 From and Date To range.

• Invoice List: The table below will display all invoices that match the filters, with columns such as Invoice Number, Invoice Date, Due Date, and Customer Name.

Button Functions

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

2. Steps to Void a Sales Invoice

Step 1: Find the Invoice

Use the available filters, especially the Invoice Number search bar, to find and locate the sales 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., crediting receivables and debiting revenue).

• Ensure you have sufficient authorization before voiding an invoice, as this action will directly affect the receivable and revenue records.

• This module is generally used by the Accounting (AR) or Sales Admin teams with supervision.