Void Accounts Payable Invoices
You can void a posted invoice in Accounts Payable as long as the invoice is not paid.
For example, if you post a check to the incorrect checking account, you can void the invoice.
If an invoice is paid, you must void the check associated with the invoice. Once the check is voided, the invoice is marked Unpaid and you can void it. If an invoice is partially paid, you must complete it.
When you void an invoice, the invoice remains in ACS. You can reference voided invoices in Inquiry, and they are denoted by an asterisk. Alternatively, if you delete an invoice, it is removed from ACS. For effective record keeping purposes, voiding an invoice is preferably to deleting an invoice.
Be sure to void invoices for the correct month. Otherwise, they may still print on General Ledger Reports.
- Under Manage Records, select the Transactions tab.
- In the drop-down list, select Accounts Payable Invoices and click Go
.
- Click Add/Edit Invoices.
- Select the invoice that you want to void and click Void.
- Click Yes to continue. If applicable, the Reversing Accrual Transaction Voiding Invoice dialog box displays.
- Enter or select a Posting Date and Posting Period.
- In the drop-down list, select a Transaction Source.
- If the Enable Fund Accounting option is not selected on the G/L Interface tab in Accounts Payable Setup, verify the correct accrual account code displays. If necessary, click Lookup to select a different account code.
- In the Void Explanation memo field, enter an explanation for voiding the invoice.
- Click Void Invoice.