The purpose of the Void Transactions Record View is to void AP Invoices and Credit Memos. Voiding an AP Invoice or Credit Memo creates a new version of the transaction. The new transaction uses the specified the specified 'Void Effective Date' as the GL Date and creates a creates a journal entry that reverses the original. The Status of the original transaction is changed to "Replaced" and the Status of the new transactions is set to "Void". Only transactions without applications can be voided. When the void is complete, the Vendor Balances and Vendor Aging are updated.
If the transaction has been fully or partially applied, the applications must first be removed by opening the transaction record view, clicking More Actions → IQ: Applications, and clicking the 'Unapply' icon in the header toolbar.
Software Version: 20232025.0804.31 21 and newer
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Page Header
Toolbar Icons | Description | |||||||||||
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| Grid LayoutHelp |
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| Process |
| Void | Voids the transaction Attempts to process the Void of the source transaction if there are no errors. Voiding the transaction sets the original to a Status of "Replaced", creates a new version of the transaction using the Void Date that reverses the source transactions journal entry, and updates the Vendor Balances and Aging.
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Posted Date| Insert excerpt | | Posted Date | Posted Date | |||||||||
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| Message | A non-editable text box to indicate any issues that may prevent the transaction from being voided. | |||||||||||
| Transaction | A non-editable text box to identify the source Invoice or Credit Memo that is being voided. This defaults from the transaction that was selected when the page was opened. | |||||||||||
| Void Identifies the GL Date of the Source Transaction that created the journal entry. | ||||||||||||
| Effective Date | A date field to identify the GL Date of the Void. This default to the current date but can be set to any date on or after the transaction's GL Date that falls within a Fiscal Period that is open for Purchasing. This date will be used as the GL Date for the new version of the source transaction. If the Void Effective Date entered is before the GL Date of the source transaction, the message "Cannot supply a void date prior to the transaction's GL Date." will be displayed when the Void Process icon is clicked. If If the Void Effective Date entered falls within a period that is not open for Purchasing, the message "The Fiscal Period is not open." will be displayed when the Void icon is clickedProcess icon is clicked. | |||||||||||
| Message | A non-editable text box to indicate any issues that may prevent the transaction from being voided or to provide information regarding the void. | |||||||||||
| Option | A single-select lookup to identify the intention to Void the source transaction. This defaults to 'Void' and is required. The lookup contains the following options:
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| Transaction | A non-editable text box to identify the source Invoice or Credit Memo that is being voided. This defaults from the transaction that was selected when the page was opened. | |||||||||||
| Transaction Type | A non-editable text box to identify the type of transaction that was selected when the page was opened. This is never editable. |
Applications Grid
The purpose of the Applications Grid is to show all the applications involving the source transaction. If the source transaction is an Invoice, this will display any Credit Memos or AP Payments applied. If the source transaction is a Credit memo, this will show the AP Invoices it was applied to. Unless this grid is empty, the transaction cannot be voided and the message "You must first remove all applications found in the View Applications window from the Transaction Record before voiding this transaction." will be displayed in the page header.
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