Void an Issued Invoice and Keep Its Number

Take a wrong invoice out of circulation without breaking the numbering.

Issued to the wrong customer, duplicated or never delivered: one click voids the invoice, and its number stays in the sequence for good.

The billing clerk or an accountant voids the invoice from its record. The rest follows automatically: the invoice leaves the current lists and, with accounting installed, a red-storno entry waits for the accountant.

Use the documented operating model as a starting point, then adapt fields, approvals, reports, or connected areas when your process differs.

Before you start

Put the right records and roles in place.

The invoice must be ISSUED or SENT, and nothing may have been paid on it: Paid shows 0.00 in the totals footer. A partially or fully paid invoice is corrected with a credit note instead; it is never voided.

Documented sequence

One click, then the system tidies up.

Each stage identifies the action, handoff, or record change that moves the work forward.

01
Void the invoice — Billing clerk (or Accountant)
Open the invoice from Sales → Sales Invoices and click Void, which is offered only on ISSUED or SENT invoices. The status becomes VOIDED and the invoice keeps its number; it is never reused for another document.
02
Follow-up — Automatic
No payment will allocate to the voided invoice, and it leaves the Overdue Invoices report and its dashboard counter. If accounting is installed, a red-storno entry linked to the original posting waits for the accountant to review and post.

Connected work

Carry the record into the next decision.

Related features and workflows reuse the same business records instead of asking teams to rebuild the context.

Sales InvoicingInvoice statuses, the Void button, credit and debit notes, payment allocations and the Overdue Invoices report.Correct with a credit or debit noteThe route for an invoice that has already been paid in part or in full.Journal & PostingWhere the red-storno entry created by a void waits to be reviewed and posted.

Current scope

Void is refused as soon as any payment has been allocated to the invoice; from then on the lawful correction is a credit note.

A starting point, not a fixed package

Keep voids inside your own audit rules.

The sales invoice status names are maintained in the settings, and the Sales Invoice series counter can be set under Settings → Document Numbering. Extra checks before a void, such as a second approval, can be scoped as a Custom adaptation.

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Decision-stage answers

Void an issued invoice FAQs

Can a paid invoice be voided?

No. Void is allowed only while Paid is 0. If a payment was matched to the invoice by mistake, release that allocation first; otherwise correct the invoice with a credit note.

What about a draft or approved invoice that turns out to be wrong?

It cannot be voided, because it has no issued number to keep. The approver rejects it instead, which cancels it. PAID, PARTIAL, CANCELLED and already VOIDED invoices offer no Void either.

Is a voided invoice deleted?

No. Its number, dates, lines and totals are all kept. A void is a status change on the audit trail, and the number is never given to another document.

What happens in the ledger?

If the accounting module is installed, the invoice's journal entry is reversed automatically: a red-storno entry with negated amounts on the same sides appears, linked to the original posting, for the accountant to review and post.

Review the real workflow

Void a test invoice and see its number stay in the sequence.

Use a real record or transaction to compare the documented flow with the way your team works today.

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