Voiding Final Invoices

If an invoice has been accepted for final billing, you can void the invoice.

General Ledger Impact

When you void an invoice, you choose whether or not to update the general ledger. DPS creates a transaction file when you void an invoice that reverses the entries created when you processed the final invoice originally. If you want to update your general ledger for the void, post that transaction file. In this case, your General Ledger reports and Accounts Receivable reports will reflect the void.

If you do not want to update the general ledger for the void, delete both the original transaction file for the invoice and the transaction file that DPS creates for the void. In this case, the transactions associated with the invoice are again marked as billable, but the void has no impact on general ledger balances.

Transaction Status

When you void an invoice, DPS changes the status of the billed transactions included on the invoice back to billable. Because voiding an invoice changes only transactions included on the invoice, any edits you made to other transactions not associated with the invoice prior to voiding an invoice are not affected by the void.

Also, when you void an invoice, any transactions that were written off or deleted during that invoice period are not restored. Because written-off and deleted transactions are not associated with a specific invoice, they are not available to be billed when you void an invoice.

Invoice Number

When you create a final invoice, an invoice number is assigned. When you void the invoice, the invoice number cannot be reused.

Credit Memos

When you void an invoice that has credit memos generated against it, you must also void the credit memos. Credit memos are not automatically voided when you void the original invoice.

Who Can Void an Invoice

You must belong to a role with the proper access rights to void invoices (Interactive Billing - Allow Final Processing).

Invoice Approval Status

If the project is set up to require that invoices be approved before you can accept them for final billing, the approval status of an invoice is set to Approved when you void that it.

When you void an invoice for a project that uses invoice approvals, DPS checks for other invoices for the project that are currently in the approval process. If the project has another invoice that has been submitted for approval and is still in the approval process, you cannot void the final invoice unless you first either unsubmit the invoice that is awaiting approval or wait until the submitted invoice has completed the approval process.