How to Void an Invoice in Sage 300

Understanding Invoice Status

Before initiating the void process, you must determine the invoice's current status. The ability to void an invoice depends on several key factors:

Reconciliation Status

• Unreconciled invoices can be edited or voided
• Reconciled invoices cannot be directly voided and require a different approach
• Draft invoices can be deleted entirely since they haven't been assigned an invoice number

Payment Status

• Unpaid invoices can be voided directly
• Paid invoices require removing payment allocations first
• Invoices included in VAT returns need special handling through credit notes

Voiding Process in Accounts Receivable

Initial Steps The process begins by accessing the correct module and locating the invoice:

1. Navigate to the Sales section
2. Click on Sales Invoices
3. Locate the specific invoice you need to void

Execution Steps When you've found the invoice:

1. Select the checkbox next to the target invoice
2. Click the Delete button
3. Enter a reason for voiding the invoice when prompted
4. Confirm the void operation

Handling Paid Invoices

When dealing with invoices that have already been paid, additional steps are necessary:

Payment Removal Process

1. Access the bank account where the payment was recorded
2. Navigate to the transactions tab
3. Locate and select the relevant payment
4. Remove the payment allocation
5. Save the changes

Stock-Related Considerations

When voiding invoices that include stock items, the system automatically:

• Deletes associated stock movements
• Adjusts inventory levels accordingly
• Updates the Goods Out transaction records

Credit Card Payment Voiding

Prerequisites For credit card payments, specific conditions must be met:

1. Check settlement status in Paya
2. Ensure the transaction hasn't been settled
3. Verify proper authorization levels

Voiding Steps

1. Select the document with the credit card payment
2. Access the Prepayments screen:
   • For A/R Invoice Entry: Click Prepay
   • For Order Entry: Click Prepayments
3. Click the Void button
4. Wait for Paya verification
5. Click Void Sale when prompted

Accounts Payable Void Process

Batch Management The process begins with proper batch handling:

1. Access the invoice batch list
2. Review existing batches
3. Create a new batch if necessary

Document Preparation Before voiding, ensure proper documentation:

1. Record the original invoice details
2. Document the reason for voiding
3. Maintain proper audit trail records

Best Practices

Documentation Requirements Maintain comprehensive records including:

• Original invoice information
• Void authorization details
• Timestamp of void operation
• Supporting documentation

Security Considerations

Implement proper controls:

• Verify user authorization levels
• Maintain audit trails
• Document all void operations
• Follow consistent procedures

System Integration Impacts

Module Coordination Voiding an invoice affects multiple system components:

• General Ledger entries
• Inventory management
• Customer/Vendor balances
• Tax reporting

Timing Considerations Pay attention to:

• Fiscal period status
• Month-end processing requirements
• Integration with other modules
• Payment terms and discounts

Troubleshooting Common Issues

Data Verification When issues arise:

1. Review all error messages carefully
2. Verify all required fields are completed
3. Check system requirements
4. Ensure proper user permissions

Period-End Considerations

Cleanup Process The system handles voided invoices during period-end processing:

1. Removes voided transactions based on retention settings
2. Updates all related records
3. Maintains proper audit trails

Training Requirements

User Preparation Ensure all users handling invoice voids:

1. Understand proper procedures
2. Know security protocols
3. Can identify when to escalate issues
4. Document their actions appropriately

Maintaining System Integrity

Regular Checks Implement routine verification:

1. Review audit trails regularly
2. Check posting sequences
3. Verify account balances
4. Reconcile related modules

Support Resources

Available Assistance Maintain access to:

1. System documentation
2. Technical support contacts
3. Training materials
4. Update notifications

By following these comprehensive guidelines and maintaining proper documentation throughout the process, you can ensure that invoice voiding in Sage 300 is handled correctly while maintaining the integrity of your financial records. Remember that proper authorization and documentation are crucial for maintaining accurate financial records and ensuring smooth audit processes.

Sources:  https://www.followupcrm.com/blog/how-to-void-an-invoice-in-sage-100  https://help.sbc.sage.com/en-us/accounting/invoicing/extra-edit-or-void-a-sales-invoice.html  https://www.youtube.com/watch?v=XYPzMLm-lds  https://help.sage300.com/en-us/2024/classic/Content/Payment_Processing/Transactions/VoidCreditCardPayment.htm https://www.youtube.com/watch?v=rXuqQy0-P8s