Void a vendor bill

A recorded bill can’t be edited or deleted. If it was entered in error — the wrong vendor, a bill entered twice — you void it. Voiding posts a reversing entry, so what you owed comes off your books, and the bill stays in the list marked Void with the reason, as a trail.

Who can do this

Owners, and Staff whose Team has Void a vendor bill. Without it, Void bill doesn’t show.

1. Open the bill — Go to Vendor Bills and open the recorded bill.

2. Choose Void bill — Open More and choose Void bill. From the list, open the row’s menu and choose Void.

3. Give a reason — “Void RTE-3302?” says how much comes off your books. Enter the Reason, for example “Entered twice”.

4. Confirm — Press Void bill.

A toast says the bill is voided and that a reversing entry took it off your books. The bill’s page shows Void, the date and your reason, and its balance reads “—”. If the bill was tagged to a job, its cost comes off that job too.

If you leave the reason empty, you see “Give a reason for voiding this bill.”.

When you can’t void a bill

• It has payments. Delete the payments first — see Find or delete a vendor payment — then void the bill.
• It has vendor credits applied. Remove the credits from the bill first, on the credit’s page.
• It’s a draft. A draft hasn’t posted anything. Delete it instead: More › Delete draft.
• It’s an opening bill brought in from your old system. Remove it in Settings › Opening balances.

Danger

Voiding can’t be undone. If you need the bill back, enter it again as a new bill.

Tip

If the bill was only partly wrong — an overcharge, goods sent back — don’t void it. Record a vendor credit for the difference instead.