Voiding an Invoice

An invoice may need to be voided if it was entered incorrectly or is no longer needed. An invoice can be voided after it is created or after it is transferred to QuickBooks^®. This article explains how to void an invoice in HawkSoft and document the transaction in the client file.

This task is typically performed by an Owner/Administrator, Manager, or Bookkeeper.

Voiding a Direct Bill or Company Payables Invoice

When voiding a direct bill or company payables invoice, you must void the invoice from the client.

If a payment has been applied to the invoice, you must also void the receipt. See Voiding a Receipt in HawkSoft for more information.

Follow the steps below to void the invoice from the client file:

Step 1: Document the voided invoice

1. With the client file open, select the policy you are voiding the invoice for, and then select the Policy Information tab to locate the original log note for the invoice.

   Example:

   

   You can use the Search Log option from the Logs tab to search for the log note containing the invoice.

2. Click on the original invoice log note.

   The View Log dialog opens.

3. Click Append To Log.

   The Append to Log dialog opens.

   See Append new information to an existing log note for additional instructions.

4. Note the reason the invoice is being voided, and then click Append Log to save the log note.

Step 2: Void the invoice from the client file

1. With the client file open, select the policy you are voiding the invoice for.

2. Click Action > Internal > Trust Accounting > View Transaction List.

   The Transactions List dialog opens.

3. Click the invoice to be voided, and then click the Void button at the bottom-right.

   A confirmation appears and lists any payments that will be unapplied as a result of voiding this invoice.

   If "transferred" appears in the status column on the Trust Accounting Report for the selected invoice, reverse it or manually delete it from QuickBooks before continuing. See for more information.

   If a payment has been applied to the invoice, you may also want to void the receipt. See Voiding a Receipt in HawkSoft for more information.

4. Click Finish Void to void the invoice.

   Click the Views button on the Invoices and Payments toolbar, and then select Show Voided Transactions to see all voided transactions for this client file.

   The Void Invoice Saved dialog opens.

5. Click Close Invoice.

6. Close the Transaction List.

7. Click Finish when you are done with all actions.

   The Finalize Log dialog opens.

8. Add any additional notes, as needed, then click Save Log.

   For more information, see Creating a Log Note.

9. If your agency integrates with QuickBooks, you must make appropriate changes to the QuickBooks Customer Recievable to ensure HawkSoft and QuickBooks transactions match. See for more information.

   Reversing should be done prior to voiding as reversing will not be an option once the invoice has been voided.

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