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Void an invoice

When none of an issued invoice should stand — the wrong customer, a duplicate, a sale that fell through — void it. easySales cancels it by raising a credit note for the whole invoice, so the customer’s statement stays correct.

Before you start

Section titled “Before you start”

You need Invoice Edit. The invoice must be issued — a draft cannot be voided, only deleted (see Fixing mistakes). Voiding is refused while the invoice has any active payment, any credit note applied to it, or another credit note still in effect against it: remove the payments or reverse those credit notes first. When Void is unavailable, it says which one is in the way.

Steps

Section titled “Steps”
What voiding does: if the invoice has payments or credit notes on it, Void is unavailable until they are removed or reversed; otherwise a credit note with the reason Reversal is issued for the whole invoice, dated today and locked, the invoice becomes Cancelled with its number, lines and history kept, and the customer’s statement shows the credit note on the void date.Voidon an issued invoicePayments orcredit notes onit?Void unavailableremove or reversethem firstCredit note,Reversalwhole invoice · datedtoday · lockedInvoiceCancellednumber, lines andhistory keptCustomerstatementcredit note shows onthe void dateyesno
  1. Open the issued invoice.
  2. Select Void in the ··· menu.
  3. Read the confirmation, which explains that a credit note will be raised.
  4. Select Void invoice to confirm.

What happens next

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easySales raises a credit note for the whole invoice automatically, dated today, with the reason Reversal. That credit note is issued and applied to the invoice immediately, and it is locked to this invoice — it cannot be applied elsewhere, unapplied or refunded. The invoice’s status becomes Cancelled. Its number, its lines and its history stay on the record and remain readable, but nothing about it can be edited, deleted or paid afterwards. This cannot be undone.

Rules to know

Section titled “Rules to know”
  • Voiding does not delete anything and does not free the invoice number for reuse.
  • The credit note a void raises needs no separate Credit Note permission to be created — your Invoice Edit covers it — but it behaves like any other credit note once it exists, and counts towards what has been credited against this invoice.
  • On the account’s statement, the original invoice stays in the period it was issued in; the credit note appears on the day of the void, and the two offset each other from that day. A statement already sent out for an earlier period is not changed by a later void.
  • A voided invoice never counts towards the invoices list’s outstanding total or the account’s cumulative invoiced figure.
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