8.6.2. Document Voiding Consequences

Voiding a Receipt

If you void a receipt, all the purchase order - receipt and the vendor invoice- receipt matchings corresponding to the receipt will automatically be deleted! Because voiding a receipt will lead to deleting the corresponding matchings with consequences on the costs, the voiding will only be possible if the respective consequences on the costs are possible. If you recreate the receipt (by generating it from the invoice or purchase order), all the deleted matchings will also automatically be re-established, should there be a 1:1:1 relationship between the order, receipt and invoice.

If the voiding is not possible due to insufficient stock, then it is recommended you first obtain a new receipt and its associated matchings, together with their posting. Afterwards, you can move to void the initial receipt.

Voiding an Invoice

By voiding a Vendor Invoice, all the Vendor Invoice-Receipt matchings will automatically be deleted and the PO-Receipt matchings will be updated with the erasure of the information in the Invoice Line field corresponding to the voided invoice.

Since voiding a vendor invoice leads to the erasure of the matchings with consequences on costs, the voiding will only be possible if the consequences on the costs are allowed. The System accepts vendor invoice voiding for products that were involved in consumptions or transfers by using the Delete Usage/Transfer Cost Posting process on the vendor invoice.

The process will de-post all the documents that contain the products from the vendor invoice and will delete the lines in the product's costs. The process functions only for the documents posted in the open period and the product's cost was written by matching the vendor invoice to the receipt.

If you run the process in the described conditions, you will receive a message containing a list of the documents that were de-posted (moved to Unposted status).

If you run the process for documents posted in closed periods, you will receive a message letting you know the period is closed.

After running the process, you will be able to void the vendor invoice. If you re-create the vendor invoice (by generating it from an order or receipt), all the matchings will automatically be re-established if there is a 1:1:1 relationship between the Order, Receipt and Invoice. If you generate the vendor invoice from the receipt, then the process will inform the user if there are other invoices that have been generated from that receipt and will display them. The message is only for warning purposes, to indicate a possible duplicate generation by mistake. If voiding is not possible due to stock insufficiency, then it is recommended you first obtain a new invoice and its corresponding matchings (including their posting), and then move to voiding the initial invoice.

Voiding an Invoice without de-posting a Receipt

You can void the vendor invoice by deleting the invoice-receipt matching from the open period, even if it is linked to receipts from closed periods, with the condition that the respective receipts be posted on the PO rule (Receipt Match Requirement = Purchase Order). In this case, the receipts and PO-Receipt matchings will not be de-posted. Additionally, you can check that the cost registering was done by the PO-Receipt matching.