Summary

The Void Invoices process is used to void invoices that have been created using the Invoices process (AP> Invoices) but have not been paid using the Computer Checks process (AP> Computer Checks). Purchase order line items that are attached to the invoices that are voided can be left closed or reopened. If you reopen the purchase orders, they can then be attached to new invoices.

The Void Invoices process will create a journal entry to reverse the expense and liability created by the invoice line items when the invoice was committed (AP> Invoices> Commit). The journal entry created by the process will display on the GL Distribution Report (AP> Void Invoices> GL Distribution) and will be created and committed when the Void Invoices batch is committed.

If the invoice line items in the Void Invoices batch are attached to Project Management or Work Order module information, the PM and WO module information will be reversed when the Void Invoices batch is committed.

Step by Step

1     Open the Void Invoices process.

• The Void Invoices process is a single batch process, meaning you can process only one batch at a time. 
• If there is an open batch in the Void Invoices process, you will not be able to create a new batch. If you would like to create a new batch, you can either delete the existing batch by clicking the Delete icon   on the batch tile or you can reset the steps on the palette by returning to the first step of the process. All of the information in the batch will be overwritten.
• If there are no open batches in the process and you would like to create a new batch, click the Create New Batch button. This will open the New Batch view. The batch number, batch month, and batch year of the batch will not affect the transactions cleared in the process. The batch information is for reference purposes only.

2     Open the Batch Overview page.

• The Batch Overview page provides a general overview of the selected batch.
• The left navigation menu displays all the steps in the Void Invoices process.
• In the main section you'll see information about batch steps that are currently processing, next available batch steps, and the last completed batch step.
  • Batch steps that are currently processing will display a blue indicator bar to alert you that the step has not yet completed.
  • Once the preceding batch step is complete, the next available batch steps will be enabled and you can select the next step you would like to run.
    • While some batch steps are optional, any batch step that includes the Required tag   must be completed before the batch is allowed to proceed through to the Commit step.
• The Batch Outputs section on the right will display any reports or exports that have already been generated in the Void Invoices process.

3     Select the invoices to void.

• Open the Select Invoices window (AP> Void Invoices> Select Invoices).
• The Select Invoices step is used to select a group of invoices that will be voided. Enter the criteria of the invoices that should be voided in the search criteria section.
• The Invoice Number field is used to select a specific invoice. Enter the invoice number of the invoice you would like to void.
• The Vendor Number field is used to void the invoice of a specific vendor.
  • Click the Vendor Number field search button to select a vendor from a list. This will open the Vendor Selection window.
• The Payment Date From and Payment Date To fields are used to void invoices by the payment date.
• The Batch Number field is used to void the invoices in an AP Invoices batch.
  • Click the Batch Number field search button to select an AP Invoices batch from a list. This will open the Batch Selection window.
• The Invoices From field is used to select which database to pull invoices from for the batch. This field is only visible and enabled for organizations set up to use Multi-Muni relational databases.
• Click the Search button to filter the invoices by the specified search criteria.
• Check the toggle next to each invoice that should be voided and click the Select button to add the invoices to the Select Invoices data grid.
• Confirm all the invoices displayed in the Select Invoices data grid should be voided. Select any invoices that should not be voided and click DELETE INVOICES to remove them from the data grid.
• Click an invoice number in the data grid to open the invoice if it needs to be edited.

4     Print a proof list.

• The Proof List Report displays the invoices that will be voided in the batch.
• Once the required report settings have been specified, click the Print button to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.
• Review and archive the proof list.

5     Print the GL Distribution Report.

• The GL Distribution Report displays the reversing journal entry that is created by the Void Invoice process. The journal entry will reverse the expense and the liability created by the AP invoice line item when it was committed (AP> Invoices> Commit). The GL Distribution step is used to set the journal entry date of the reversing entry and generate a GL Distribution Report that displays the journal entry that will be created by the process.
• Enter a Journal Entry Date. This will determine what fiscal period and fiscal year will have the reverse effect for these invoices.
• Once the required report settings have been specified, click the Print button   to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.

6     Print the WO Distribution Report.

• The WO Distribution Summary Report displays the Fund, Account Number, Account Description, Debit Amount, and Credit Amount. The Detail Report display everything included in the Summary Report as well as the transaction Description. The report will provide totals by fund as well as a report total.
• This step will reverse any work order distribution transactions that were created by each invoice line item that is associated with a work order.
• This step will only be available if the Distribute values for AP toggle is checked on the WO Setup window (WO> Utilities> Setup).
• Once the required report settings have been specified, click the Print button   to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon   next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.

7     Commit the Void Invoices batch.

• Open the Commit window (AP> Void Invoices> Commit).
• The Invoices, Invoice Batch, and Inventory Batch fields will not be enabled in this window.
• The Leave purchase orders closed toggle is used to select how the purchase orders attached to the invoices in the batch will be handled. Check the toggle if you would like the purchase order line items on the invoice in the batch to stay closed when the Void Invoices batch is committed.
  • If you leave this toggle unchecked, the PO line items on the invoices in the batch will be opened. This will record the encumbrance in the fiscal year originally attached to the purchase order. For example, if a PO has a fiscal year of 2021, but the journal entry date of the Void Invoices batch is in fiscal year 2022, the PO will still be encumbered in fiscal year 2021. If you would like to move the encumbered amount to the new fiscal year, process the purchase order in the Roll Over POs process (PO> Roll Over POs).
• Click the Commit button to commit the batch.
• If there is PM module information attached to the voided invoice, the PM module transaction will be reversed. You can view the reversed transaction on the History tab of the Task Maintenance window (PM> Maintenance> Task> History tab).