Voiding Invoices & Credit Memos (UG)

Owned by Kati Huttunen (Unlicensed)
Last updated: Dec 07, 2020 by Tom Williams
2 min read

Overview

Once Invoice and Credit Memo type transactions have been posted, they are no longer viewable in the Invoices List View and cannot be edited. The transactions can be voided in NorthScope, if NorthScope is set to be the system of record for Vendor Balances. Otherwise the invoices must be voided in the Host system.

Prerequisites

  • Purchasing Preference: Days back that applications can be unapplied.

  • If the transaction has applications, the applications must be unapplied before the transaction can be voided. See documentation here.

Voiding Invoice Transactions

In order to void an invoice or a credit memo transaction, expand the Purchasing module and select Vendor Balances, select the Vendor that is assigned to the transaction being voided and click View and select Transactions. This opens a Vendor History Inquiry, which displays all transactions assigned to the selected vendor.

Note: The Vendor History inquiry can also opened from the Purchasing > Reports & Inquiries page and transactions can also be voided from the AP Invoices inquiry.

Locate the invoice that is being voided and check the check box next to the Transaction ID and click Void from the toolbar. Only one transaction can be selected at a time. A new window is opened with the following header section details:

  • Transaction: Displays the transaction ID of the selected transaction. This is for informational use only and cannot be edited.
  • Posted Date: Displays the date the transaction was posted. This is for informational use only and cannot be edited.
  • Void Date: This field allows users to enter the date the voiding should take place. The field defaults to the current date.The date entered must reside within an open fiscal period and the date cannot be an earlier date than the Posted Date. 
  • Message: Displays a message ‘All applications will be unapplied’ if the transaction can be voided. If a user is trying to void a transaction that dates back further than what the preference allows, the following message is displayed in the message field “There are applications that are dated further back than the "Days Back that Applications Can Be Voided" preference allows.” In this case the Void toolbar icon and the Void Date field are disabled.

The grid section displays any transactions that has applications from the transaction that is being voided. This section is for informational use only and none of the fields can be edited. Voiding a transaction unapplies all applications.

Click Void from the toolbar to void the transaction. This will do the following:

  1. All fields and Void toolbar icon become disabled.

  2. A duplicate transaction is created with 0 amounts and Void status. The previous version is marked as Replaced.

  3. All applications are unapplied and these applications are added to the Apply Documents list view, where they can be reapplied.
  4. The Vendor Balances list view is updated accordingly.
  5. The Journal Entry originally created by the ticket is reversed.

Note: Voiding an invoice, does not void any credit memo/check transactions that are applied towards the invoice. The credit memo/check transactions are added to the Apply Documents list view, where they can be reapplied towards new invoices assigned to the same vendor. The unapplied credit memo/check transactions can be voided separately.