Correcting Invoices

Whether you want to change an invoice, delete a duplicate invoice, or made an invoice by accident, there are a couple of options you can do.

• Voiding an A/P invoice (Preferred method): This will create reversing entries which leaves a great paper trail. If the invoice is for JIBs, this will create entries that will be pulled into your next cycle to credit your owners.
  Voiding is preferred over Un-Updating if an invoice is dated in a closed period or a period that has been reported to outside sources or your CPA. Voiding also preserves any Scanned images that may be attached to the entry.
• Un-Update Open Invoices: This will return the invoice to an unposted status so that you can make changes or delete it. This option would be best if you need to change information on an invoice. If an invoice cannot be unposted, a message will pop up indicating the reason. The most common reason is that the entries have already gone through a JIB cycle.

Voiding an A/P Invoice

Accounts Payable > Invoice Entry > Voice Invoice Utility can void an invoice that has already been recorded (posted) in the General Ledger. When the invoice is voided, the system creates reversing entries to the General Ledger and from the Accounts Payable Open Item list.

Notes:

• Only an unpaid invoice can be voided. Additionally, non-Accounts Payable items cannot be voided.
• Any prior billed entries will also be reversed and flow through on the next Billing cycle.

Steps to Void an Invoice:

1. Select the A/P account and vendor.
2. Then select the invoice to void.
3. Enter the Void Date and Save.
4. The system will then ask you to confirm the void. Click on Yes if the invoice is the correct one to void, and the system will automatically make the reversing entries in the General Ledger.

If your company is Cash Basis, the Void Invoice option will be grayed out. The effective date for invoices until they are paid is 12/31/9999. Due to this temporary effective date, you will be unable to void the invoice. There are two options:

1. Unupdate and delete the invoice. However, this option is not available if the invoice contains entries that have already been through a Revenue/Billing cycle. If this is the case, you will have to use option 2 below.
2. Create a reversing/credit invoice and then use a zero draft in the Accounts Payable module > Add Check # to Updated Invoice.