Accounts Receivable — Void an Invoice
Reverse an issued invoice and create an AR credit.
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Overview

Use Void Billing to reverse a posted invoice and generate an equivalent A/R credit. This is the required first step when an issued invoice needs correction—follow with a new invoice and apply the credit to it.

Guardrails: You cannot void an invoice that is on hold. If Invoice already has cash/adjustments applied. Use Modify a Paid Invoice for the proper void → re‑issue → apply‑credit process.
Void Billing screen
Figure 1. Void Billing showing header details and charge lines.

Screen Map

  • File No. — File the invoice was created from.
  • Invoice# — Base invoice number; Invoice # . : (right side) is the count (e.g., 0 for the first invoice, 1 for a “.1”, etc.).
  • Date — Void date; use the original date if the period is still open.
  • Hold? — Whether the file/invoice is on hold. Cannot void an On-Hold Invoice.
  • Bill To, Shipper, Consignee, etc. — Read‑only header details for confirmation.
  • Lines — B/C, Description, Charge Amount, Est Payout, Vendor No., Vendor Ref No.
  • Totals — Summary of Chg Amnt and Est Payout.
  • Commands — Q(uit), TOP, R(emarks), V(oid).

Void Invoice — Steps

  1. Enter/select the base Invoice# and the Invoice Count (e.g., 0 for the first/no‑point invoice).
  2. Verify header info (Bill To, file, dates) and check all charge lines.
  3. Enter any Remarks with R (printed on the AR credit/ledger depending on configuration).
  4. Press V to Void. Confirm when prompted.
  5. Print or export the void confirmation if required by policy.

What the Void Does

  • If Invoice marked as Paid creates an open AR credit for the full invoice amount (same customer/department).
  • If Invoice NOT marked as Paid, Original Invoice is shown as voided in AR.
  • Reverses any accrued Est Payout records associated to the voided invoice (per site setup).
  • Retains references (file#, vendor refs) for audit linkage.
  • Does not delete the original invoice; it’s marked Void and kept in history.

Tips & Controls

  • Use the AR inquiry to confirm the voided invoice and resulting credit.
  • To correct the billing, create a replacement invoice and apply the credit (see Modify a Paid Invoice).
  • If the period is closed, follow your accounting policy for the void date and documentation.

Troubleshooting

  • “Invoice has payments/adjustments” → You cannot void; use the modify paid invoice process.
  • “Invoice not found” → Verify department, invoice count, and format.
  • Vendor accruals not reversed → Check site configuration for AP accrual handling on void.