SO-R  Void Invoice

Purpose of Program

Use this program to reverse an invoice that was posted in error.  The program first returns the line items on the invoice to the original sales order, if it still exists.  If the sales order is closed, the program will reopen it.  If the sales order has already been closed and purged from the sales order file, the program will create a new sales order and will restore both the header and line item information to the new sales order.  Once the sales order has been restored, it is available for additional editing, releasing, and invoicing, or it can be deleted if no longer needed.

After the sales order information has been restored, the program then posts the reverse invoice to all the same files that are updated by SO-G  Post Invoices.  A hard copy of the reversal can be printed using SO-F  Print Invoices in reprint mode.

The void invoice process provides a complete audit trail because both the original and the reverse invoice’s postings are maintained in all the pertinent files.

General Program Operation

Enter the invoice number of the invoice you want to void in the Inv# field, or select one from a lookup window by pressing F2 (or clicking on the Display Lines button).  The other fields on the screen (name and address, dates, amounts, etc.) will be filled in automatically and contain invoice detail that will help you confirm that you are voiding the correct invoice.

Enter the Void Date.  This will be the date of all the reverse postings that will be made to the General Ledger and all the related system files that get updated by invoice posting.  You are then asked Are you sure you want to void this invoice?  If you enter a Y, processing will begin.  At this stage all the reversed items are returned to the original sales order, if it still exists, or, if it has been purged, it returns the line items and header information to a new sales order.

If you enter an N to Are you sure you want to void this invoice?, the screen is cleared of information and you can re-enter the Inv# or you can press <Esc> (or click on the Exit button) to exit the program.

After the sales order information is restored, the reverse invoice is then posted to all the same files that get updated by SO-G  Post Invoices and the void invoice process is completed.