Voiding an Invoice In Quickbooks Desktop

Voiding an invoice in QuickBooks Desktop is a straightforward process, but it’s important to follow the correct steps to ensure your accounting records remain accurate. Here’s a step-by-step guide on how to void an invoice in QuickBooks Desktop:

Step 1: Open QuickBooks Desktop

• Launch QuickBooks Desktop on your computer and log in with your credentials if necessary.

Step 2: Find the Invoice You Want to Void

• From the Home screen, click on the Customers menu located at the top of the screen.
  
• Select Create Invoices from the dropdown. This will open the Create Invoices window.
  
  Alternatively:
  
  • If you know the invoice number, you can use the Find feature. Press Ctrl + F or click on Edit from the top menu and select Find.
  • Choose Transaction Type as Invoice, and enter the invoice number or other search criteria to locate the invoice.

Step 3: Open the Invoice

• In the Create Invoices window, locate the invoice you want to void. You can use the Search or Customer Name field to find it.
• Click on the invoice to open it.

Step 4: Voiding the Invoice

• Once the invoice is open, click on the More button at the bottom of the screen (next to the Save & Close and Save & New buttons).
• From the dropdown, choose Void.

Step 5: Confirm the Voiding Action

• A pop-up window will appear asking if you’re sure you want to void this invoice. This confirmation ensures that you are aware the transaction will be canceled and removed from your accounts.
• Click Yes to void the invoice.

Step 6: Save Changes

• After confirming, QuickBooks will automatically void the invoice. You’ll see the word “Voided” on the invoice form, and the status will change to “Voided.”
• Click Save & Close or Save & New depending on your preference.

Step 7: Review the Changes

• To ensure everything is correct, go back to your Customer Center and check the invoice. It should now show as Voided.
• You can also verify the transaction in your Account Registers to make sure it has been properly reflected in your financial reports.

Step 8: Reconcile if Necessary

• If the invoice was linked to payments or credits, check the linked transactions to ensure everything is properly reconciled.
• If there are payments associated with the invoice, you may need to void or delete the payment as well, depending on your situation.

Additional Tips:

• Voiding vs. Deleting: Voiding an invoice in QuickBooks Desktop keeps a record of the transaction but marks it as canceled. This helps with tracking why the invoice was canceled. Deleting an invoice removes all traces of the transaction, which is generally not recommended unless it was entered in error.
  
• Impact on Financial Reports: Voiding an invoice will automatically adjust your financial reports to reflect the canceled sale. For example, it will update your Accounts Receivable and Sales reports.
  
• Permissions: Make sure you have the necessary permissions to void invoices. If you’re not the admin, you might need permission from your QuickBooks administrator to void the transaction.