Voiding Sales Invoices in CustomBooks™

Voiding Sales Invoices in CustomBooks™

Voiding Entry: Sales Invoice Overview

CustomBooks™ allows users to void Open Sales Invoices that do not have associated prepayments or cash receipts. Voiding provides a professional alternative to deleting an invoice or reverting it to "Draft" status. This process is essential for maintaining a clean audit trail, as it preserves the original invoice record while generating the necessary accounting adjustments to neutralize its impact.

A Voiding Entry automatically reverses the General Ledger postings of the original Sales Invoice. For example:
  1. Original Invoice: Debits Accounts Receivable; Credits Sales.
  2. Voiding Entry: Credits Accounts Receivable; Debits Sales.

How to Void a Sales Invoice

Only Sales Invoices with an Open status are eligible for voiding. To initiate the process:
  1. Locate and open the Invoice: Navigate to Sales → Sales Invoices and open the specific invoice you wish to void.
  2. Initiate Void: From the Sales Invoice window, click Generate → Void the Invoice.
    1. You may also initiate this from the Sales Invoices List View by selecting the Sales Invoice from the list, then click Create → Void the Invoice.
  3. Select Date: In the pop-up window, choose the Void Date and confirm. The Voiding Entry document will then generate and open automatically.
  4. Complete the Entry: Review the document and fill in the following fields if necessary:
    1. Voiding Entry #: Manual override or auto-generated sequence.
    2. Memo: Additional context for the void.
    3. Do Not Reconcile: Enable this checkbox if the transaction should be excluded from bank reconciliation.
  5. Finalize: Click Save or Save and Close.



    Note: Line items and accounts on a Voiding Entry are Read-Only to ensure financial integrity. The system automatically links the Voiding Entry to the original Sales Invoice for easy cross-referencing.


Viewing the List of Voiding Entries

Technically, Sales Invoice Voiding Entries are categorized as Journal Entries within the system. To view them:
  1. Navigate to Accounting → Journal Entries.
  2. Look for entries with the default Memo: "Voiding Entry for Sales Invoice #[Number]."


From the Journal Entries List, you can perform the following actions:
  • View Related Details: Access the specific Transactions, General Journal impact, and Audit Logs for transparency.
  • Attach Files: Upload supporting documentation directly to a selected Journal Entry or Voiding Entry.
  • Export Data: Save the Journal Entry/Voiding Entry list as an Excel, PDF, or other supported formats.
  • Manage Columns: Customize your workspace by adding, removing, or reordering columns.
  • Refresh List: Instantly update the list to reflect recent changes.
  • Custom Views: Create and save multiple personalized views using Filters, Sorting, Ordering, and Conditional Appearance Settings.

Reversing a Voiding Entry

If a Sales Invoice was voided in error and needs to be reopened while maintaining the audit history, you can reverse the Voiding Entry itself.
  1. Open the Voiding Entry you wish to reverse.
  2. Click Generate → Reverse. A new reversal document will open.



  3. Update the Voiding Entry #, Memo, or Reconcile settings as needed.
  4. Click Save or Save and Close.



    The Voiding Entry (Reversal) will reverse the GL postings of the initial void, effectively reopening and reinstating the balance of the original Sales Invoice.