Void an Invoice and Update the General Ledger

When you void an invoice, you can choose whether or not to update the general ledger. If you want to update your general ledger for the void, post the transaction file that DPS creates when you void the invoice.

To void an invoice that was processed through Interactive Billing and update the general ledger:

1. On the Navigation menu, click Billing > Interactive Billing.
2. On the Interactive Billing toolbar, click Tools > Invoices on File.
3. On the Invoices on File dialog box, click the invoice to void and click Void. If this is the first transaction that you are creating in this Interactive Billing session, you are prompted to select or create an invoice file in which to include the voided invoice amounts.
4. To select a file, click the name and click OK. To create a new file, click New, enter the File Name, and click OK. The following message displays: This will reverse invoice number xxxxxxx and return its transactions to unbilled status. Are you sure you want to continue?
5. Click Yes. A reversal invoice transaction entry is created for each entry originally made when the invoice was processed, and all transactions that were associated with the invoice are returned to billable status. In other words, all transactions are returned to their appropriate tab (Labor, Expense, or Unit). You can then write off the transactions, place the transactions on hold, delete the transactions (tag them as "deleted" to be removed from billing session), or include them on the next invoice. You can view and/or modify the transaction file through invoice transaction entry prior to posting.
6. Click Close to exit the Invoices on File dialog box.
7. Post the invoice transaction file that was created when you clicked Void. This step updates your general ledger balances. General Ledger reports and Accounts Receivable reports will reflect the voided amounts.