Void an issued invoice

Personas: Billing clerk (or Accountant) (voids the invoice) · Modules: Sales Invoices Take an issued invoice out of circulation entirely — wrong customer, duplicate, never delivered — while keeping its number, so the numbering sequence stays unbroken for the auditor.

Before you start: the invoice is ISSUED or SENT and nothing has been paid on it (Paid = 0.00 in the totals footer). A partially or fully paid invoice is corrected with a credit note instead — never voided.

1. Void — Billing clerk (or Accountant)

1. Open Sales → Sales Invoices and click the invoice; open it from the details pane.
2. On an ISSUED or SENT invoice a Void button is available on the record. On any other status the button simply is not offered.
3. Click Void. The status pill flips to VOIDED — and the invoice keeps its number; it is never reused for another document.

2. Aftermath — automatic

1. The voided invoice drops out of everything current: no payment will ever allocate to it, and it disappears from the Overdue Invoices report and its dashboard counter — even though its balance stays open on paper.
2. If the accounting module is installed, the invoice's journal entry is reversed automatically: a red-storno entry (same side, negated amounts) appears, linked to the original posting, for the accountant to review and post — see the Journal guide.

What happened behind the scenes

• Void is a guarded one-click transition, not a workflow: ISSUED/SENT → VOIDED, allowed only while Paid = 0.
• The number, dates, lines and totals are all preserved — a void is an audit-trail status change, never a delete.

Variations and refusals

• "Paid is not 0" — a payment has already been allocated: the Void button refuses with the reason. Release the allocation first only if the payment was matched by mistake; otherwise the lawful correction is a credit note.
• Wrong status — a DRAFT or APPROVED invoice cannot be voided (it has no issued number to keep); let the approver Reject it instead, which cancels it. A PAID, PARTIAL, CANCELLED or already VOIDED invoice offers no Void either.
• A voided invoice's amounts still exist historically — revenue reports include what they include; only the "current" surfaces (overdue, settlement) exclude VOIDED.

See also

• Sales Invoices module · Correct with a credit or debit note · Issue a sales invoice