Voiding an Invoice

Voiding an Invoice

Purpose Statement

The Invoice Void feature allows agencies to cancel invoices that have been issued but need to be nullified due to errors, cancellations, or other administrative needs. This feature provides a clear audit trail by marking invoices as voided while preserving the original record for compliance and tracking purposes. Voiding an invoice removes it from active billing while maintaining historical data integrity.

Background Information

The Invoice Void functionality was introduced as part of the Invoice Module enhancement released on February 19, 2024. This feature addresses the need for proper invoice cancellation procedures in Fire/EMS billing operations. Unlike deleting an invoice, voiding preserves the record with clear visual indicators and audit information, ensuring compliance with financial record-keeping requirements.

Key Requirements:

  • Invoices must be in "Locked" status to be voided
  • A locked invoice has been marked as "Emailed," "Mailed," or "Reopened"
  • Void reason is required for audit purposes
  • Original invoice data is preserved with void indicators

Required Permissions

To void invoices, users must have the "Invoice - Void" permission enabled in their role configuration.
Permission Migration: If any role previously had the "Invoice - Delete" permission, the "Invoice - Void" permission was automatically migrated to that role during the feature release.

Video


Step-by-Step Guide

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1. Click on Admin.


Click on Admin.



2. Click on Roles.


Click on Roles.



3. Select edit for the role to verify/enable the Invoice - Void permission.






4. Select the + to open the Fire Prevention Bucket.






5. Type "void" end enable the "Invoice - Void" permission, then select Save.
  1. If any role(s) had the Invoice - Delete permission, the Invoice - Void permission was migrated to the role and no action will be needed.






6. Click on Invoicing.


Click on Invoicing.





7. Click on Invoice List.


Click on Invoice List.



8. To Void an Invoice it has to be Locked.
  1. A locked invoice has been marked as "Emailed," "Mailed," or Reopened.


Click on Emailed



9. Option 1: Select Void in the Actions Column.






10.  Enter a Void Reason (#1) and then Select Void (#2).






12. Option #2: Select Edit for the Invoice.






13. Click on Void.


Click on Void.



14. Enter a Void Reason, then select Void.


Enter a Void Reason, then slect Void.


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15. The Voided Invoice will be marked in red text with the date, user that voided the invoice and the reason it was voided.
  1. Additionally, red text "VOID" will be placed across the invoice.


The Invoice will be marked in red text with that date, user that voided the invoice and the reason it was voided.



16. After an Invoice is Voided, the Status will be "Void" and the row will display red text.




Best Practices

Before Voiding:
  • Verify the invoice details and ensure voiding is the appropriate action
  • Confirm the invoice is in locked status
  • Have a clear, documented reason for voiding
Void Reason Documentation:
  • Use specific, professional language for void reasons
  • Include relevant details (e.g., "Duplicate billing - see Invoice #12345")
  • Maintain consistency in reason formatting across your agency
Audit Trail Management:
  • Regularly review voided invoices for patterns or issues
  • Maintain documentation of void authorizations when required
  • Consider implementing approval workflows for high-value invoice voids
Alternative Actions:
  • Consider payment adjustments instead of voiding when appropriate
  • Use invoice editing features for minor corrections before locking
  • Consult the related article on recording payments and adjustments

Troubleshooting & FAQs

Q: Why can't I void an invoice? A: Ensure the invoice is in "Locked" status and your role has "Invoice - Void" permissions enabled.

Q: What happens to payments on a voided invoice? A: Consult the related article "Invoices - Recording Payments and Adjustments" for guidance on handling payments before voiding.

Q: Can I un-void an invoice? A: Once voided, invoices cannot be restored. You would need to create a new invoice if billing is still required.

Q: Who can see void reasons? A: Void reasons are visible to users with appropriate invoice viewing permissions and appear in the invoice audit trail.

Q: Does voiding affect reporting? A: Voided invoices are excluded from active billing reports but may appear in audit and historical reports with void indicators.

Related Articles

  • Invoices - Recording Payments and Adjustments to Invoices (Step 14)

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