How to Void an Invoice in Sage 100

Understanding Invoice Voiding Options

Before voiding an invoice, it's important to understand that there are two main approaches depending on whether the invoice has been posted or not. The method you choose will depend on the invoice's current status in your system.

For Unposted Invoices Simply deleting the invoice entry before posting is the cleanest approach for unposted invoices. However, most situations involve dealing with posted invoices, which require a more structured process.

For Posted Invoices When dealing with posted invoices, you'll need to create an invoice adjustment that effectively reverses the original transaction. This maintains a proper audit trail and ensures all accounting entries are properly balanced.

Step-by-Step Voiding Process

Initial Setup

1. Navigate to Accounts Payable Main menu > Invoice Data Entry.
2. Locate the vendor number associated with the invoice you want to void.
3. Enter the invoice number that needs to be voided.

Creating the Adjustment

When the system recognizes the invoice exists, an "Adjust Invoice on File" window will appear. Follow these steps:

1. Click the "Adjust" button when prompted.
2. Enter a negative amount equal to the full invoice amount in the Adjustment Amount field.
3. Navigate to the Lines tab to handle the general ledger distribution.
4. Enter the appropriate general ledger account number that matches the original invoice posting[8].

Finalizing the Void

To complete the voiding process:

1. Enter the negative amount in the Amount field using a minus (-) sign.
2. Review all entries for accuracy.
3. Click Accept to save the adjustment.
4. Print and update the Accounts Payable Invoice Register.
5. Update the Daily Transaction Register to complete the process.

Important Considerations

Timing and Period-End Processing

The voided invoice will be removed during the next period-end processing, provided it meets the retention criteria set in your system. This is controlled by the "Days to Retain Paid Invoices" setting in the Accounts Payable Options window.

Integration with Other Modules

If your Accounts Payable module is integrated with other Sage 100 modules, such as Job Cost, you'll need to consider the impact of voiding invoices on these connected systems. Additional steps may be required to maintain consistency across all modules.

Best Practices

Documentation

Maintain detailed records of why invoices were voided, including:

• Original invoice details
• Reason for voiding
• Date of void
• Authorizing personnel

Audit Trail

Always ensure you're maintaining a proper audit trail by:

• Using the correct adjustment procedures
• Keeping supporting documentation
• Following consistent processes for all void transactions

Security Considerations

Implement proper security measures by:

• Limiting void capabilities to authorized personnel
• Regularly reviewing void reports
• Maintaining separation of duties

Common Pitfalls to Avoid

Incorrect Reversal Amounts

Double-check all negative amounts entered during the void process. Even small errors can create accounting discrepancies that become difficult to track down later.

Wrong General Ledger Accounts

Always verify that you're using the same general ledger accounts that were used in the original invoice posting. Using different accounts can cause balance issues and complicate reconciliation.

Verification Steps

After completing the void process, perform these verification steps:

1. Review the updated Invoice Register
2. Check the vendor account balance
3. Verify general ledger impact
4. Confirm the void appears in relevant reports

Special Scenarios

Partially Paid Invoices

When dealing with partially paid invoices, you'll need to:

1. Reverse any payments first
2. Then void the remaining invoice balance
3. Ensure all related entries are properly adjusted

Multiple Invoice Lines

For invoices with multiple line items:

1. Verify each line's general ledger distribution
2. Ensure the total adjustment matches the original invoice
3. Check that all related accounts are properly reversed

Reporting Considerations

Key Reports to Review

After voiding an invoice, review these reports:

• Accounts Payable Invoice Register
• Daily Transaction Register
• Vendor History Report
• General Ledger Detail Report

Period-End Impact

Monitor how voided invoices affect:

• Monthly financial statements
• Vendor payment history
• Cash flow projections
• Tax reporting requirements

System Maintenance

Regular Checks

Perform these maintenance tasks regularly:

• Review outstanding invoices
• Check for unauthorized voids
• Verify void transaction accuracy
• Update security settings as needed

Data Cleanup

Maintain system efficiency by:

• Archiving old void records
• Updating vendor history
• Cleaning up related records
• Backing up data regularly

Troubleshooting Common Issues

System Messages

If you encounter error messages:

1. Document the exact error
2. Verify all required fields are completed
3. Check system requirements
4. Contact support if needed

Data Inconsistencies

Address data issues by:

1. Reviewing audit trails
2. Checking posting sequences
3. Verifying account balances
4. Reconciling related modules

Training and Support

User Training

Ensure all users handling invoice voids:

• Understand the proper procedures
• Know security protocols
• Can identify when to seek help
• Document their actions properly

Ongoing Support

Maintain access to:

• System documentation
• Technical support contacts
• Training resources
• Update notifications

By following these comprehensive guidelines, you can ensure that invoice voiding in Sage 100 is handled correctly and maintains the integrity of your financial records. Remember to always verify your work and maintain proper documentation throughout the process.

Citations: [1] https://www.top-sage-resellers.com/blog/sage-100-reverse-check [2] https://www.dsdinc.com/2013/11/14/how-to-void-a-check-in-sage-100-erp/ [3] https://www.growthforce.com/blog/how-to-void-payments-using-sage-intacct [4] https://www.youtube.com/watch?v=KVFxlU3wp4M [5] https://www.caserv.com/2018/11/29/sage-100-how-to-reverse-a-check-and-invoice-in-accounts-payable/ [6] https://www.youtube.com/watch?v=glG5JPt5_Qg [7] https://www.youtube.com/watch?v=Jl_SnqxXQvY [8] https://help-sage100.na.sage.com/2018/Subsystems/AP/APMainProced/Delete_a_Posted_Invoice.htm [9] https://www.youtube.com/watch?v=a28KF66HQ5U