Voiding an Invoice

Voiding an invoice posts a reversal of the original invoice. You must have appropriate security to void an invoice.

You can void an invoice in the following ways:

  1. Open the desired Customer in the Customer Center.
  2. From the sidebar, select Views > Register.
  3. Locate the policy containing the invoice you want to void and expand the row by clicking anywhere on the policy row except the policy link.
  4. Click the Void Invoice icon in the Actions column. The Void Invoice form opens.
  1. Open the desired Customer in the Customer Center.
  2. From the sidebar, select Views > Invoices.
  3. Locate the invoice you want to void.
  4. Click the Void Invoice icon in the Actions column. The Void Invoice form appears.
Option What's This?

Void Date
Options What is this?

Today's date

Use this option to void the invoice on the current system date. This is the default.

Make void date(s) equal original Invoice date(s)

Use this option to void the invoice with the same date that the original invoice posted on.

Void Reason

Enter a description as to why the invoice is being voided (Ex: Reverse invoice billed in error).

Single Invoice

Invoice # ___ will be voided.

If the invoice selected from the Register has no installments, the group label is "Single Invoice" and the specified invoice is voided.

Installment Options

Invoice # ___ is part of an installment series.

If the invoice selected from the Register is part of an installment series, the group label is "Installment Options" and gives you a choice whether to void only the specified invoice or all invoices in the series, including future invoices.

Options What does this mean?

Void this invoice only

Use this option to void only the single invoice specified in the Invoice # field.

Void all installments listed

Use this option to void all of the installments listed in the Invoice Grid.

Invoice Grid

This is a" display only" grid. Grid columns include Invoice #, Invoice Date, Invoice Eff Date, Invoice Balance, and the first date the Invoice Printed.

Since, by definition, a "suspended" billing is not posted, it cannot be voided. A suspended billing that is no longer needed, should be cancelled.

To cancel a suspended billing:

  1. Retrieve the Suspended Billing from the Policy form or the Home Center.
  2. Click the Invoice Cancel icon.
  3. Click the Cancel & Close icon on the Invoice Form Closing form.

A future invoice is one in which the effective date, at the time of data entry, is greater than the Number of Days to Invoice in Advance threshold set in Agency Setup/Accounting Options. Future invoices display in the Customer Register with a zero in the Inv # column and such invoices can be voided. To void a future invoice:

  1. Open the Customer Register and set the View Options date range so that the effective date of the future invoice is included in the display (change the date range to All and click the Apply button).
  2. Expand the policy row containing the future invoice or click Expand All and scroll to the desired row.
  3. Click the Void icon in the Actions column. The Void Invoice form appears.
  4. Make your selections in the Void Date and Installment Options sections. Type in a reason for the void. (Ex: Invoiced to wrong policy).
 

For future invoices, the Make Void Date(s) Equal Original Invoice Date(s) option is a good choice.
  1. If voiding only one row of an installment series, make sure the invoice row you wish to void is highlighted.
  2. Click the Post icon. The voided future invoice item disappears from the register upon posting.

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