How to Void Invoice in Sage 300

Understanding Invoice Voiding Prerequisites

Before initiating the void process, several key factors must be considered. The approach you take depends primarily on the current status of the invoice and whether any payments have been processed against it.

For Unposted Invoices The simplest scenario involves unposted invoices, which can be handled through direct deletion. This method provides the cleanest approach as it doesn't require additional adjusting entries.

For Posted Invoices Posted invoices require a more structured approach through the creation of adjustment entries. This ensures proper maintenance of the audit trail and keeps all accounting entries appropriately balanced.

Step-by-Step Voiding Process

Initial Navigation

1. Access the Accounts Payable main menu
2. Select Invoice Data Entry
3. Locate the specific vendor number associated with the invoice
4. Enter the invoice number that needs to be voided

Creating the Adjustment Entry

When the system identifies the existing invoice, you'll need to follow these detailed steps:

The adjustment window will appear automatically. In this window:

• Click the "Adjust" button when prompted
• Enter a negative amount that equals the full invoice amount
• Navigate to the Lines tab for general ledger distribution
• Input the appropriate general ledger account number matching the original invoice posting

Finalizing the Void Transaction

To complete the voiding process successfully:

• Enter the negative amount using a minus (-) sign
• Perform a thorough review of all entries
• Click Accept to save the adjustment
• Print the Accounts Payable Invoice Register
• Update the Daily Transaction Register

Special Considerations for Credit Card Payments

Voiding Credit Card Transactions

When dealing with credit card payments, additional steps are required:

Pre-Settlement Period

• The void must be processed before the payment settles (typically within 24-48 hours)
• Ensure an active internet connection
• Verify Sage Exchange is properly installed and running

Void Process for Credit Card Payments

1. Select the document with the processed credit card payment
2. Open the prepayments screen
3. Click the Void button
4. Wait for the system to verify settlement status with payment processor

Post-Settlement Options

If the credit card transaction has already settled:

1. Use the Refund Entry screen in Accounts Receivable
2. Process a formal refund rather than a void
3. Ensure the original batch has been posted
4. Run Day End Processing for transactions entered in Order Entry

Integration and Module considerations

Impact on Other Modules

The voiding process affects multiple areas of the system:

• Project and Job Costing updates
• General Ledger transaction creation
• Multicurrency considerations for foreign currency invoices

Document Management

When processing voids, you can handle various document types in the same batch:

• Standard invoices
• Credit notes
• Debit notes

Best Practices and Documentation

Record Keeping

Maintain comprehensive documentation including:

• Original invoice details
• Specific reason for voiding
• Date of void transaction
• Authorization details

Audit Trail Maintenance

Ensure proper audit trail by:

• Following correct adjustment procedures
• Maintaining supporting documentation
• Implementing consistent processes

Security and Control Measures

Access Controls

Implement proper security measures:

• Restrict void capabilities to authorized personnel
• Maintain detailed logs of void transactions
• Regular review of void activities

System Verification

Before processing voids:

• Verify system requirements
• Check all required fields
• Ensure proper authorization
• Document any error messages

Troubleshooting Common Issues

Data Consistency

Address potential issues by:

• Reviewing audit trails regularly
• Verifying posting sequences
• Reconciling related modules
• Checking account balances

Technical Support

Maintain access to:

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

Period-End Considerations

Retention and Cleanup

The system handles voided invoices during period-end processing:

• Removal based on retention criteria
• Controlled by "Days to Retain Paid Invoices" setting
• Integration with period-end procedures

Reconciliation Requirements

Ensure proper reconciliation by:

• Verifying all void transactions are properly recorded
• Checking for outstanding items
• Confirming proper general ledger impact
• Reviewing all related module updates

Training and Support Requirements

User Training

Ensure staff handling voids are properly trained:

• Understanding of proper procedures
• Knowledge of security protocols
• Ability to identify when to seek assistance
• Proper documentation practices

Ongoing Support

Maintain continuous support through:

• Regular system documentation updates
• Access to technical support
• Training resource availability
• System update notifications

By following these comprehensive guidelines and maintaining proper attention to detail, organizations can effectively manage invoice voiding in Sage 300 while maintaining the integrity of their financial records and ensuring compliance with accounting standards.

Sources: https://www.followupcrm.com/blog/how-to-void-an-invoice-in-sage-100  https://help.sage300.com/en-us/2023/classic/Content/Financials/Accounts_Receivable/Processing_Transactions/Invoices/AboutInvoicesCreditNotesDebitNotes.htm  https://www.equationtech.us/sage-accpac-blog/bid/102566/Sage-300-ERP-How-to-Void-or-Refund-a-Credit-Card-Payment  https://help.sage300.com/en-us/2024/classic/Content/Payment_Processing/Transactions/VoidCreditCardPayment.htm