Sales Invoices - Voiding an Invoice

To void or cancel an invoice locate the invoice in the sales report or client history, and once opened click the Cancel Sales Invoice button on the bottom right of the invoice.

You are then asked for a reason for cancelling the invoice.  It is then removed from the system although the original invoice number and client name will remain along with the date of cancellation and the reason. 

It is possible to void a sales invoice only if certain conditions are met:

• If the cash basis of accounting is used and no payment has been received, then the invoice can be voided/cancelled.  This will remove it from the Sales report and replace it with a voided invoice with 0.0 value. The voided invoice number and client name will still appear in the sales register, along with an explanation of the reason for cancelling the invoice and the name of the person who cancelled the invoice.
• If the accrual basis of accounting is used, but the invoice has not yet been accounted for in a VAT submission, and no payment has been received, then the invoice can be cancelled.
• If the accrual basis of accounting is used, and the issued sales invoice has been accounted for in a tax/VAT submission report, then the invoice should not be cancelled.  Instead a credit note should be issued so that the next VAT submission can reclaim the unpaid invoice.

When an invoice is cancelled or voided you are asked for a reason for cancelling the invoice. Once cancelled all details relating to the invoice, including amounts, are removed. However, the original invoice number and client name along with the name of the person who cancelled the invoice, the date it is cancelled and the reason for cancelling still appear.

Cancelled invoices are shown in the Sales report list by sales invoice number and in the Accounts area Invoice Library. The invoice will not appear in any other reports including accounts trial balance records or client histories. 

Of note: 

• invoices cannot be deleted once a deposit has been recorded against the invoice.
• Only users who have been authorised by the PAH in the My User settings area are able to cancel/void an invoice.
• The option to cancel/void an invoice will only appear if there has been no deposit recorded against the invoice.
• If the accounts for the year have been closed it is not possible to cancel/void an invoice.  A credit note will need to be issued.
• If the sales area is used as a sales subledger for creating invoices which are then exported to another accounts package, then invoices can be cancelled/voided at any time regardless of the year-end closing dates. However, care must be taken in exporting/updating invoice transactions to another accounts package as previous uploaded data may need to be first removed from the receiving accounts package before reuploading with cancelled/voided invoice transactions.