[AP] Voiding Unpaid Invoices Posted in Closed Month

Typically, to void an unpaid invoice, you would use AP Transaction Entry and delete it (Delete/Edit Invoices Posted in Open Month). However, if the invoice was posted in a closed month, this option is unavailable. In such cases, follow these steps instead:

To void an old invoice, start by creating a negative invoice for the same amount, coded to the same account. This will offset the original invoice and bring the balance to zero. This is the first step in the process, as outlined below.

Accounts Payable > Programs > AP Transaction Entry - How to Get to AP Transaction Entry

 1. Enter the negative invoice like you would normally enter an invoice in AP Transaction Entry - Helpdesk : silvertreksystems 

2. In the description on the invoice you can write something about "transaction reversal/voiding posted invoice"

3. Enter the amount as a negative instead of a positive. 

4. Use AP Vendor Drilldown to code the negative invoice the same as the invoice you are voiding (Directions on how to find invoice coding in AP Vendor Drilldown Report).

5. Save and Process the AP Transaction Entry. 

Accounts Payable > Programs > AP Payment Posting - Directions

1. Click Enter to create a new Seq# or type "+" and click Enter

2. The Pay Method should be a check

3. The CM Account shouldn't matter because the payment amount is $0.

4. The Check Type should be changed to Manual.

5. Enter a CM Ref# of the current date (YYYYMMDD) 

6. Enter the paid date as the current date

7. Enter the Vendor for the invoice you are voiding - you can use F4 to search vendors

8. Click the two arrows to save and go to the bottom portion of AP Payment Posting

9. Click into the month on the first line and write the batch month of the original invoice that you are voiding

10. F4 in the AP Trans box and find the invoice that you are voiding, click OK to pull it in. 

11. Click into the month on the next empty line and enter the AP Transaction Reversal Entry batch month. 

12. F4 in the AP Trans box and find the reversal transaction entry, click OK to pull it in. 

13. Click File > Process Batch

14. Click Validate > Post

15. You are done!