Unfinalizing, Cancelling, and Voiding Source Documents

Source documents must meet specific criteria before you can unfinalize, cancel, or void them. The results of each of these actions depend on the source document.

To unfinalize a source document, you click the Unfinalize button on its detail page. To void or cancel a source document, you generally click the Void/Cancel button on its detail page. For some source documents, such as customer invoices and customer receipts, you click a Void button or a Cancel button because the Void/Cancel button is unavailable. You can void or cancel multiple bank transactions at once by clicking the Void/Cancel Bank Transactions button on the Bank Transactions List View page.

If the accounting entries for a source document are made obsolete when you perform an action, you can run the Delete Obsolete Accounting Entries batch job to delete the obsolete accounting entries.

ClosedAllowed Actions for Source Documents

The following table shows the allowed actions for each source document.

Source Document Unfinalize Action? Cancel Action? Void Action?
Bank Transaction Yes Yes Yes
Customer Invoice Yes Yes Yes
Customer Receipt Yes Yes Yes
Fixed Asset Adjustment Yes No No
Fixed Asset Depreciation No No No
Inventory Change No No No
Intercompany Invoice Yes No No
Intercompany Payment Yes No No
Journal Entry Yes Yes Yes
Receiving Document No Yes Yes
Supplier Invoice Yes Yes Yes
Supplier Payment No Yes Yes
ClosedBasic Criteria and Results for Actions in Source Documents

When an action is allowed for a source document, the following table shows the basic criteria that must be met to perform that action and the basic results of that action. Any additional criteria or results for each source document are included in the tables after this table.

Action Basic Criteria Basic Results
Unfinalize
  • The source document must be finalized.
  • The source document must be in an open period.
  • The Status field for the source document, if available, is set to Open. This status can change. Some source documents don't have a Status field.
  • The Finalized checkbox for the source document is cleared.
  • The accounting entries for the source document are made obsolete.
  • The Finalized Date field for the source document is blank. Bank Transaction source documents don't have a Finalized Date field.
Cancel
  • The source document must be in an open period.
  • The Status field for the source document is set to Cancelled. This status cannot change.
  • The Finalized checkbox for the source document is cleared.
  • The accounting entries for the source document are made obsolete.
  • The Finalized Date field for the source document is blank. Bank Transaction source documents don't have a Finalized Date field.
  • You cannot edit the source document.
Void
  • The source document must be finalized and accounted.
  • The Status field for the source document is set to Void. This status cannot change.
  • The accounting entries for the source document are reversed.
  • You cannot edit the source document.
  • The Void checkbox for the source document is selected.
  • The Void Date field is set to the date and time that the user enters for the void transaction.

 

ClosedAdditional Criteria and Results for Actions in Bank Transactions
Action Additional Criteria Additional Results
Unfinalize
  • None
  • The Finalized Date field of the bank transaction group for the bank transaction is blank.
  • The source document matches to the bank transaction are deleted, and the Reconciled As Of Date field for the bank transaction is blank.
  • The bank transaction group for the bank transaction is unfinalized.
Cancel
  • None
  • The Finalized Date field of the bank transaction group for the bank transaction is blank.
  • The source document matches to the bank transaction are deleted, and the Reconciled As Of Date field for the bank transaction is blank.
  • The bank transaction group for the bank transaction is cancelled.
Void
  • None
  • The source document matches to the bank transaction are deleted, and the Reconciled As Of Date field for the bank transaction is blank.
  • The bank transaction group for the bank transaction is voided.
ClosedAdditional Criteria and Results for Actions in Customer Invoices
Action Additional Criteria Additional Results
Unfinalize
  • The Invoice Type field for the customer invoice must be Manual.
  • None
Cancel
  • The Invoice Type field for the customer invoice must be Manual, Standard, or Adjustment.
  • The customer invoice must not be a settlement, prepayment, or overpayment invoice.
  • None
Void
  • The Invoice Type field for the customer invoice must be Manual, Standard, or Adjustment.
  • The customer invoice must not be a settlement, prepayment, or overpayment invoice.
  • None
ClosedAdditional Criteria and Results for Actions in Customer Receipts
Action Additional Criteria Additional Results
Unfinalize
  • The customer receipt must have no closed claims that were created as part of the receipt (for general deductions or invoice deductions).
  • The customer invoices for the customer receipt must have no applied overpayment or prepayment.
  • The customer receipt must not be settled using a credit card connector.
  • Balances are reset on all invoices to which the receipt is applied. Any overpayment or prepayment for the customer (and not for a specific customer invoice) is cancelled.
  • Open claims that are created as part of the receipt (for general deductions or invoice deductions) are cancelled.
Cancel
  • The customer receipt must have no closed claims that were created as part of the receipt (for general deductions or invoice deductions.
  • The customer invoices for the customer receipt must have no applied overpayment or prepayment.
  • The customer receipt must not be settled using a credit card connector.
  • Balances are reset on all invoices to which the receipt is applied. Any overpayment or prepayment for the customer (and not for a specific customer invoice) is cancelled.
  • Open claims that are created as part of the receipt (for general deductions or invoice deductions) are cancelled.
Void
  • The customer receipt must have no closed claims that were created as part of the receipt (for general deductions or invoice deductions.
  • The customer invoices for the customer receipt must have no applied overpayment or prepayment.
  • The customer receipt must not be settled using a credit card connector.
  • Balances are reset on all invoices to which the receipt is applied. Any overpayment or prepayment for the customer (and not for a specific customer invoice) is voided.
  • Open claims that are created as part of the receipt (for general deductions or invoice deductions) are cancelled.
ClosedAdditional Criteria and Results for Actions in Fixed Asset Adjustments
Action Additional Criteria Additional Results
Unfinalize
  • The period for the fixed asset adjustment must have no depreciation.
  • None
Cancel
  • None
  • None
Void
  • None
  • None
ClosedAdditional Criteria and Results for Actions in Fixed Asset Depreciation
Action Additional Criteria Additional Results
Unfinalize
  • None
  • None
Cancel
  • None
  • None
Void
  • None
  • None
ClosedAdditional Criteria and Results for Actions in Inventory Changes
Action Additional Criteria Additional Results
Unfinalize
  • None
  • None
Cancel
  • None
  • None
Void
  • None
  • None
ClosedAdditional Criteria and Results for Actions in Intercompany Invoices
Action Additional Criteria Additional Results
Unfinalize
  • None
  • None
Cancel
  • None
  • None
Void
  • None
  • None
ClosedAdditional Criteria and Results for Actions in Intercompany Payments
Action Additional Criteria Additional Results
Unfinalize
  • None
  • None
Cancel
  • None
  • None
Void
  • None
  • None
ClosedAdditional Criteria and Results for Actions in Journal Entries
Action Additional Criteria Additional Results
Unfinalize
  • None
  • None
Cancel
  • None
  • None
Void
  • The Type field for the journal entry must not be Accrual - Manual.
  • None
ClosedAdditional Criteria and Results for Actions in Receiving Documents
Action Additional Criteria Additional Results
Unfinalize
  • None
  • None
Cancel
  • The receiving document must not be associated with a supplier invoice.
  • The receiving document must not be associated with an open repair document or an open work order.
  • Inventory has not moved from the original receiving location or facility.
  • The receiving document must not be accounted.
  • None
Void
  • The receiving document must not be associated with a supplier invoice.
  • The receiving document must not be associated with an open repair document or an open work order.
  • Inventory has not moved from the original receiving location or facility.
  • If the Type field for the receiving document is Purchase Order Receipt, then an inventory transaction with a Type field of Void - Purchase Order Receipt is generated.
  • If the Type field for the receiving document is Return Receipt, then an inventory transaction with a Type field of Purchase Order Return is generated.
ClosedAdditional Criteria and Results for Actions in Supplier Invoices
Action Additional Criteria

Additional Results

Unfinalize

  • The supplier invoice must have no full or partial payments.
  • The match related fields for the receipt line are reset.
Cancel
  • The supplier invoice must have no full or partial payments.
  • The match related fields for the receipt line are reset.

Void

  • The supplier invoice must have no full or partial payments.
  • The match related fields for the receipt line are reset.
ClosedAdditional Criteria and Results for Actions in Supplier Payments
Action Additional Criteria Additional Results
Unfinalize
  • None
  • None
Cancel
  • None
  • None
Void
  • None
  • The Status field for the supplier invoice is set to Approved.
  • The balance for the associated supplier invoice is reset.

 

 

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Version: Spring 2017