Void Transaction Record View (AP)
- Tom Williams
- Emma Greenwood
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 'Void Date' as the GL Date and 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: 2023.08.31 and newer
Page Header
Toolbar Icons | Description |
|---|---|
| Grid Layout | Opens the Saved Grid Layout menu that allows the user to select another saved layout, create a new layout, save changes to a layout, or assign a saved layout as the default for the page. Once changes are made to a grid, such as columns are added or removed, the user can click the Saved Grid Layout icon and save the changes to the grid layout and name the new layout. The new layout can also be set as the default, instead of the System View. This is useful for creating specific views to separate master files or transaction types (i.e. Invoice specific vs. Credit Memo specific).
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| Help |  Opens the online WIKI help page for the current page. |
| Void | Voids the transaction. 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. |
| Fields | Description |
| Posted Date | Identifies the Date & Time the transaction was posted. |
| 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 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 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 icon is clicked. If the Void 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 clicked. |
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.
Fields | Description |
|---|---|
| Applied Amount | A text box that identifies the amount that has been applied from the 'Applied Transaction' application. This is non-editable. Database Field: ERPx_APSettlementApplication.AppliedAmount |
| Applied Date | A text box that identifies the date of the application. This is non-editable. Database Field: ERPx_APSettlementApplication.ApplicationDate |
| Applied Transaction | A text box that identifies the Transaction ID that was applied to the source transaction. This is non-editable. Database Field: ERPx_APSettlementApplication.SettledFromTransactionSK |
| Applied Transaction Type | A text box that identifies the Transaction Type of the 'Applied Transaction'. This will either be:
This is non-editable. |
| Discount Taken | A text box that identifies the amount if any Discount that was taken. This is non-editable. Database Field: ERPx_APSettlementApplication.DiscountTakenAmount |