Void Payment

For those customers that are integrated with an ERP system and if the Void Paid Invoice permission is assigned to your profile, the option to Void Payment will be available on those invoices with a status of Paid. Voiding the invoice indicates the invoice is not paid and releases the match against the receipt. The Void Payment action results in an Invoice Status of Voided.

Users assigned this permission are granted the ability to void a Paid invoice to reflect that the invoice is not paid and, in doing so, releases the match against the receipt.

Selecting Void Payment opens a confirmation message reminding you that this action cannot be undone.

A Void Reason must be entered. The text entered here will remain with the Invoice History.

Enter up to 1000 characters maximum in the Enter Reason text box.

 

Once the video is Voided, the available Action options will include:

• View

• Print

• Approval Map

• View History

• Supplier Notification

Additionally, the action to Void Payment is available when viewing Paid Invoices in the Document Cross-Reference View.

Key Points

• If an invoice on a purchase order is Voided, and...

  • the purchase order is Open, the user may either:

    • create a new invoice off the purchase order

    • close the purchase order if there is no replacement invoice

  • the purchase order is Closed, the purchase order needs to be automatically re-opened, the user may:

    • create a new invoice off the purchase order

    • manually close the purchase order, (if there are other transactions on the purchase order; this will recalculate the Invoice Total again on the purchase order and return unused funds to the contract, and show purchase order as Closed

    • manually cancel the purchase order, (if voided invoice was the only transaction on the purchase order; this will zero out the purchase order and show purchase order as Cancelled)

    • once the Closed purchase order is re-opened, the PO Creator will receive an email ntofication that the purchase order was reopened.

• An automated email notification is sent to the Void Payment Creator as the user who triggered the Void Payment action.

• If an invoice is Voided, the Supplier Invoice Number will not be able to be reused as duplicate supplier invoice numbers cannot be used. You will need to do an adjustment to the Supplier Invoice Number, such as add -A to it, or submit a new invoice.

• An invoice cannot be voided if the purchase order is in any Financial System Pending Status (Change, Closed, Cancel).

Customer Specific Condition

IMPORTANT: The following condition was designed for a specific customer's ERP integration. If your organization is interested in implementing this functionality, a Statement of Work (SOW) will be required. To learn more, please contact your Proactis Customer Operations Manager.

• The quantities of line items that are paid will be reverted to the value it was before the purchase order was closed and the quantities of all line items that were not paid, will remain as zero in the following scenarios:

  • Multiple items, but not all items, on the invoice have been paid and the invoice is voided.

  • Multiple items paid against the purchase order and one of the earlier invoices is voided.

  • Multiple invoiced paid against the purchase order and the most recent invoice is voided.

 

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