Void Invoices Session
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Access this form using Activities>Accounts Receivable>Void Invoices. |
Use this form to set up a session for posted invoices to be voided, then click Start to begin voiding invoices.
Multicurrency Users
The Currency field is only available if the Administrator has installed and added the Multicurrency module.
Session ID: To create a new Session, enter a unique session ID representing the invoices you want to void, or press the "+" (plus) key to have the system assign a session ID. We recommend using all numeric session IDs. We also recommend limiting your entry to strictly alphabetic characters (A through Z) or numeric characters (0 through 9), and avoiding the use of symbols.
Status: Select a status from the drop-down list. When the Administrator set up your organization using the Organization>Organization Preferences>Processing tab, a processing mode was designated. The status appears in the drop-down list according to the processing mode that was chosen for the organization.
Description: Enter a description for this batch of documents.
Date: Enter a valid date for this session.
Currency: Select a currency type from the drop-down list, such as USD, CAD, EUR, GBP, or MXN. The currency defaults to the organization's functional currency. Currencies were created and activated by the Administrator using the Organization>Currency Setup form.
Reverse GL Transactions: Select this check box to reverse transactions. If it is not selected, the invoice is only voided in A/R. The Reversing GL entries must be made manually.
For example, if you have printed invoices and created transactions but not posted - which means you have an unposted ARS session - you could delete the ARS session and then use the A/R void with the box unselected to remove the invoice from A/R Charge History. When deleting the unposted session, there is no need to reverse GL Transactions.
Session Totals: The system displays the total number of documents and total amount.
- Rather than manually entering a session ID each time, you can have the system assign the next available session ID. With the cursor in the Session ID box, press the "+" key to automatically increment the session ID from the last session ID used. To change the last session ID, have the Administrator use the Organization>Organization Preferences>Session tab.
- If the Reverse GL Transaction is not selected, no session ID is created and the Session ID remains available for use. The GL transactions must be reversed manually.
- The relationship between the session Status and the Processing Modes (Organization>Organization Preferences>Processing tab) are as follows:
- If the Administrator chose either the Online or Combined processing mode and specified this session as Online Posting (OL), the post occurs when you Post the document. (When you Post, the system performs all the necessary edits to ensure valid codes and a balanced entry.)
- If the Administrator chose either the Batch or Combined processing mode and specified this session as Batch-To Post (BP) or Batch-To Suspend (BS), you must save the session. Then, use the Activities>Manage Sessions>Post Transactions form to post the document. Only sessions with a status of BP are available for selection on the Post Transactions form. Therefore, you must change a session's status from BS to BP before it can be posted.
- If the Administrator chose Combined processing mode, once a session status is specified as Batch-To Post (BP) or Batch-To Suspend (BS) and the first document is saved, you cannot change to Online Posting (OL). Likewise, once a session status is set to OL and you have posted the first document, you cannot change the status to BP or BS.