Void an invoice
«Void» cancels a validated invoice for good, keeping its number and a reason. It refunds nothing and creates no credit note. Drafts are deleted instead.
People with the «Sales» permission in edit mode. With view mode you can open, download and send invoices, but not create or change them.
Voiding cancels a validated invoice without losing its number. Use it when the invoice shouldn't exist at all, for example if it went to the wrong client or the job won't be charged.
Before you start
- Voiding is final: there's no way to undo it.
- Check what's pending. A client can still pay a voided invoice online from the portal if it shows an outstanding balance.
- If you only need to correct part of the invoice, issue a credit note instead. See Correct an issued invoice.
Void the invoice
- Open the invoice Open the validated invoice.
- Choose «Void» Click «⋮» → «Void».
- Give the reason Type it in «Cancellation reason». It's required and stays in the history.
- Confirm Click «Void».
What changes
- The invoice becomes «Voided», keeps its number and records the reason, who voided it and when.
- If it had a pending , the receipt is cancelled. A receipt already sent to the bank isn't withdrawn: it carries on, and the invoice's activity flags it.
- The order shows the invoice as voided, and its actual profitability stops counting it. See Order profitability.
What doesn't change
- The payments stay linked to the invoice. Voiding gives no money back: record the refund in Treasury.
- In the list, its shows «Voided», whatever it had collected.
- No credit note is created. If your tax rules or the client need one, issue it with «Convert to» → «Credit note». See Correct an issued invoice.
Other ways to do it
Void several invoices at once
In the list, select them and choose «Bulk actions» → «Change status to» → «Voided». Filmo asks for one reason for all of them and sets aside invoices .
Delete a draft invoice
A draft has no number, so you can delete it instead of voiding it.
- Open the draft Or find it in the list.
- Choose «Delete» Click «⋮» → «Delete».
- Confirm Click «Confirm deletion». It can't be undone.
Filmo removes the invoice from the order and from the quotes and proformas it came from. The isn't affected, because the draft never had a number. On a validated or voided invoice, «Delete» only shows a message saying the document is approved and can be voided or corrected.
Warning: If the draft came from a quote or a proforma with , those advances moved to the draft when it was saved and don't go back when you delete it. Reassign them in Treasury.
If you see an error
| Message | What to do |
|---|---|
| You must provide a cancellation reason | Type the reason in «Cancellation reason». |
| Transition 'void' not allowed from status… | The invoice is no longer validated, for example because someone else voided it. Reload the page. |
| Solo los borradores pueden eliminarse… (shown in Spanish) | The invoice isn't a draft. Void it or correct it instead. |
Frequently asked questions
No. «Duplicate» it instead: you get a new draft with the same lines, which you can fix and approve with a new number.
No. Voiding only cancels the document. Record the refund in Treasury.