Purpose Statement

The Void Invoice feature allows users to permanently void an invoice that should no longer remain active. Voiding an invoice preserves the invoice record while clearly marking it as voided, including the date, user, and reason for the action.

Invoices can only be voided after meeting specific eligibility requirements. If an invoice has received payment, the payment must first be fully refunded before the invoice can be voided.

Background Information

Voiding an invoice is commonly used when an invoice was created in error or should no longer be considered valid.

An invoice is eligible to be voided when it has been:

• Mailed
• Emailed
• Partially paid (after a full refund has been completed)
• Paid in full (after a full refund has been completed)

After an invoice has been voided, it cannot be edited. The only available actions are to print or send the invoice.

Required Permissions

Users must have the appropriate Roles & Permissions that allow them to void invoices.

If the Void option is not available, verify that your user account has the required permissions to perform this action.

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Step-by-Step Guide

Void an Invoice with a Partial or Full Payment

1. Navigate to Invoicing.
2. Open the Invoice List.
3. Locate the invoice you want to void.
4. If the invoice has been partially or fully paid, open the invoice for editing.
5. Select Refund.
6. Complete the refund information.
   • Refund the full payment amount.
   • Select the user who will approve the refund.
   • Select the payment type (for example, Check).
   • Enter the payment reference number if required.
   • Enter a refund reason.
7. Select Apply.

8. Select Save.
9. Void the invoice using one of the following methods:
   • Select Void from within the invoice.
   • Or return to the Invoice List and select Void from the invoice row.
10. Enter the reason for voiding the invoice.
11. Select Void.

Void an Eligible Mailed or Emailed Invoice

1. Navigate to Invoicing.
2. Open the Invoice List.
3. Locate the mailed or emailed invoice.
4. Select Void.
5. Enter the reason for voiding the invoice.
6. Select Void.

Verify the Invoice Was Voided

After the invoice has been voided:

• A VOID indicator appears on the invoice.
• The invoice displays:
  • Date the invoice was voided
  • User who performed the action
  • Reason for the void
• The invoice can only be printed or sent after it has been voided.

Best Practices

• Refund the entire payment before attempting to void a paid invoice.
• Enter clear, descriptive reasons when voiding invoices.
• Verify that the correct approver is selected when processing refunds.
• Confirm the invoice status after voiding to ensure the action was successful.
• Review user permissions if the Void option is unavailable.

Troubleshooting & FAQs

Why don't I see the Void option?

Your user account likely does not have the required permissions. Contact your administrator to verify your Roles & Permissions.

Why can't I void a paid invoice?

Paid and partially paid invoices must be fully refunded before they can be voided.

Can I void an invoice from the Invoice List?

Yes. After the invoice meets the eligibility requirements, you can void it directly from the Invoice List.

Can I void an invoice from within the invoice?

Yes. Eligible invoices can also be voided while editing the invoice.

Can I edit a voided invoice?

No. Once an invoice has been voided, it can no longer be edited. Only printing or sending the invoice is available.