Voiding and re-issuing invoices

What voiding does

Void an invoice when money has been paid against it but the invoice itself is wrong, for example the wrong amount or fee. A void invoice stays on record, but it is no longer owed or collected. Voiding can't be undone.

When you void an invoice:

• Its status changes to Void and the reason you gave is shown on it.
• Its billing period is freed, so a corrected invoice can be issued for the same period.
• Any money already received is never lost. It stays held on the void invoice until you re-issue the invoice, move the money to another invoice, or refund it.

Void or delete?

How to void an invoice

1. Open the invoice you want to void.
2. Click Void at the top of the page. If the button is greyed out, a payment is still being collected; hover over it to see why, and try again once the payment has finished.
3. In Reason, explain why you are voiding it, for example "Wrong fee amount". A reason is required and is shown to anyone who views the invoice later.
4. Choose what happens next:
   • Re-issue a replacement invoice now: creates a corrected invoice straight away. Check the Replacement amount and Due date. Any money received moves onto the new invoice.
   • Keep the money on the void invoice to move or refund later: voids the invoice only. Use this if you want to move the money to a different invoice or refund it. (If nothing has been paid yet, this option reads Just void the invoice.)
5. Click Void invoice.

The invoice now shows a grey banner: "Voided on …" with your reason. If you re-issued it, the banner also links to the new invoice.

Re-issuing a void invoice later

If you voided an invoice without re-issuing it, you can re-issue it at any time. The new invoice is for the same student, fee type and billing period, with a new invoice number.

1. Open the void invoice.
2. In the grey banner, click Re-issue invoice.
3. Check the Replacement amount and Due date.
4. Click Re-issue invoice.

Any money held on the void invoice moves onto the new one automatically. If it covers the new amount, the new invoice is marked Paid; if it covers part of it, Partially paid.

Each void invoice can be re-issued only once. After that, the Re-issue invoice button disappears and the banner links to the replacement instead. If the replacement is also wrong, void the replacement and re-issue that one. Each invoice in the chain links to the one before and after it.

If you delete an unpaid replacement invoice, the void invoice can be re-issued again.

Moving held money to another invoice

Use this when the student already has another unpaid invoice and you want the held money to pay towards it instead of re-issuing.

1. Open the void invoice. The banner shows how much is held, and Held on this invoice appears in the totals.
2. Click Move money to another invoice.
3. In Invoice, choose the invoice to move it to. The list shows the student's unpaid and partially paid invoices, with the amount still owed on each.
4. Click Move money.

The chosen invoice's status updates to Paid or Partially paid. In its payments table, the moved payment is labelled "Moved from void invoice …".

If the list is empty, the student has no open invoices. Re-issue the void invoice or refund the money instead.

Money can only be moved to an invoice for the same student. Failed or refunded payments stay on the void invoice as history.

Finding your way between invoices

Void invoices and their replacements link to each other, so you can always trace where an invoice and its money went.

Each move on the timeline shows who moved the money and when. Click View INV-… on a timeline entry to open the linked invoice.

Common questions

I can't see the Void button. Only paid and partially paid invoices can be voided, and only by staff with permission to void invoices. Delete an unpaid invoice instead.

The Void button is greyed out. A payment is still being collected by the payment gateway (e.g. Stripe). Wait until it succeeds or fails, then try again.

I can't re-issue a void invoice. It has already been re-issued. The banner links to the replacement; make any further changes there, or void the replacement and re-issue it.

A payment arrived after I voided the invoice. The money is held on the void invoice and you will see an alert. Re-issue the invoice, move the money to another invoice, or refund it.

Can I undo a void? No. If you voided an invoice by mistake, re-issue it with the original amount and due date.

What does the parent see? A void invoice is no longer owed, so it is not collected and doesn't count towards the amount owed. The replacement invoice is the one to be paid.