Accounts Receivable: Invoice / Receipt Voiding Accounts Receivable: Invoice / Receipt Voiding
Using this menu option automatically voids any Accounts Receivable Invoice or Receipt posted in the accounting system. This program will automatically void selected Invoices/Receipts by creating a reversing Invoice/Receipt and marking both the original Invoice/Receipt and the reversing Invoice/Receipt as fully reconciled. This screen is accessed through Void Invoices/Receipts on the Accounts Receivable Menu. Any invoice to which a receipt is applied (even partially) may not be voided through this option. This option is only available with the Preferred Edition of the accounting system.
Void Invoices and Void Receipts (tabs)
There are two tabs on this window, one for voiding posted Invoices, and the other for voiding posted Receipts. All the buttons and functions found on the Void Invoices tab are also found on the Void Receipts tab. This topic will describe only the Void Invoices tab.
The Invoice Voiding screen allows the user to search for a desired Customer by Customer Number. Type the number of the desired Customer and the first occurrence of that Customer will be highlighted in the list of Invoices. Click on any column header to sort the listed Invoices or Receipts.
Tag the invoice(s) to be voided and press the Post Tagged Invoices button to complete the process.
Tag/Untag (button)
To "Tag" an Invoice is to select an Invoice. An invoice is "tagged" (selected) if there is a check mark to the left of the Customer Number. To select a Batch, highlight the desired Batch. Press the Tag/Untag button to select the highlighted Batch.
To "Untag" an Invoice is to deselect an invoice. An Invoice is deselected if there is not a check mark to the left of the Customer Number. To deselect an invoice, highlight the desired invoice and press the Tag/Untag button.
Untag All (button)
This option will deselect all invoices in this screen. An invoice is deselected if there is not a check mark to the left of the Customer Number. This is NOT reversible once this button is pressed. To tag the invoices again, each invoice will need to be tagged separately.
View Invoice Info (button)
Click this button to view more information about the highlighted invoice.
Limit Invoices (button)
Click this button to limit the invoices displayed in the list box. The following window will appear:
Use the controls on this window to narrow down the list of invoices on the previous screen. When the OK button is pressed, the invoice list will be displayed with the filtered invoice list.
Clear Limits (button)
Click this button to clear the limits set by printing the Limit Invoices button. All eligible invoices will then appear in the invoice list box.
Once all the invoices to be voided are tagged, press the Post Tagged Invoices button and the following screen will come into view.
Reason for Void
Optionally supply a reason for the invoice void.
Place an unposted copy... (check box)
Once the invoice is voided, the system can create a new, unposted version of the invoice in the selected batch. Press the lookup button and the following screen will come into view.
Highlight the desired Batch and press the Select button. Press the Proceed button and the following screen will come into view.
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Voided Invoices will be posted to the chosen Fiscal Period. The Fiscal Period is listed after the lookup button. The default Fiscal Period will be the last period used by the posting program. To change the Fiscal Period, enter the correct period, or press the lookup button and the Fiscal Period Maintenance screen comes into view. Highlight the desired fiscal period and press the Select button. When the displayed fiscal period is correct, enter the Posting Effective Date. Press the lookup button and a Calendar comes into view. When ready, press the Post button. Press the Preview button to generate a preview report of the posting. Note: The system will post only the voided checks as long as there are no Batches selected.
Post voids to original fiscal period and date (check box)
If this box is checked, the transactions generated during this voiding process will be charged to the same fiscal period as the original posting. This option will NOT be available if the original fiscal period has subsequently been Closed.
The system will then post the voided invoices. Two Reports will print:
1. The Voided Receivables Trade Invoice Posted Journal\ Progress Billing Journal
2. The General Ledger Summaries of Receivables Posting Report
See Printing Reports for more information. After the voided invoices are posted and the reports are generated, the following message will come into view.
Finish (button)
Press the Finish button to make the posting permanent.
Undo (button)
Press the Undo button to return all accounting data to the conditions prior to posting.
Report Description - A/R Voided Invoice Journal
This listing contains a summary of each voided invoice. A summary is printed for trade invoices and a summary is printed for progress billings. The summary for each trade invoice contains all of the information found on the invoice. The progress billing summary lists the customer, billed amount, retained amount and due dates, but does not show any job information except the job number and title.
Voided Receivables Trade Invoice Posted Journal
Reference Number
The first column contains the reference number for the billing. This number represents the position of this invoice in the A/R History file. Note that the reference numbers are listed in order, but they are not consecutive. Because of the way progress invoice information is stored, each invoice will take up multiple reference numbers.
Customer Information
The Customer Name is listed along with the Customer Number, Address, Phone Number, and Customer Type (Balance Forward or Open Item).
General Invoice Information
The Invoice Number, Issue Date, Due Date, Work Order number and Purchase Order number are listed here.
Line Item Disbursement Detail
The remaining columns deal with the individual line items found on the invoice. These include Item #, Item ID, Description, Quantity, Unit Name, Unit Price, Extended Amount and General Ledger Income Account.
Invoice Totals
Below the line item detail, the system prints other pertinent information about the invoice, including Payment Terms, Discounts, Taxes, Shipping Charges, Other Charges and the Invoice Total.
Voided Progress Billing Summary
Reference Number
The first column contains the reference number for the billing. This number represents the position of this invoice in the A/R History file. Note that the reference numbers are listed in order, but they are not consecutive. Because of the way progress invoice information is stored, each invoice will take up multiple reference numbers.
Customer Information
The Customer Name and number are listed first.
General Invoice Information
The Invoice Number, Issue Date and Due Date are listed here.
Job Information
The Job Number, Description, and Current Contract amount are listed here.
Billing and Retention Information
The remaining columns deal with the actual billing amounts. These columns include the amount billed, the amount retained and net amount due.
Report Description - G/L Summary of Receivables Posting
This report is a summary of the voiding posting procedure. Voided Invoices are posted in summary to the general ledger and maintained in the ‘History File’ in condensed form. The summarized information is printed for each invoice. All transactions associated with an invoice will print in sequence. The first transaction listing for an invoice will be the customer name and account. The last line shows the total invoice transaction amount.
The reference number is the general ledger transaction number. The description for the first transaction line of an invoice is the invoice number, customer name and customer number. The period number and date of posting are displayed. The journal ID and number is also displayed. All transactions from the Accounts Receivable module are given the journal ID of ‘S/J,’ standing for ‘Sales Journal.’ The control account and subsidiary account for each transaction are listed. In the case of ‘Progress Billings’ the job number is listed for the subsidiary account. The transaction amount and running balance for each invoice are listed.
Report Sample- Voided Trade Invoice Posted Journal
Report Sample- Voided Progress Billing Posted Journal
Report Sample-G/L Summary of Receivables Posting
