From time to time, you may have the need to void an invoice due to an incorrect rental rate or fees on a tenant's invoice. This can happen for a variety of reasons, such as user error when editing managed rates, forgetting to apply a promotion, or failing to process a move-out when a tenant leaves your facility. If you find an incorrect invoice that needs to be voided, doing so is simple. You can void any unpaid invoice in your software as a quick, short-term solution.
To void an invoice, select the invoice you need to void on your tenant's ledger.
You cannot void an invoice that has already been paid. If you find an error on an invoice after it has been paid, you will need to reverse the payment before you can void the invoice.
After you've clicked into the invoice, select the Void button in the bottom right corner of your screen.
A new window will open that requires you to enter a reason for voiding the invoice (required), and you'll have the option to create a copy of the charges that can be edited to change any incorrect rates or fees charged (optional). Enter your reason for voiding the invoice and click Void Invoice.
After voiding an invoice, a window will open that confirms that the invoice has been voided, and a new invoice will be created.
For invoices that do not include rent charges, they will be removed from the ledger's normal view, and the tenant will no longer owe money for those invoices.
For invoices that contain rent charges, the invoice will be removed from the ledger's normal view, and a new rent invoice will be generated at the appropriate time. As a fraud protection device, the software does not allow rent to be skipped or go unbilled for any month. For example, if today is June 5th and the tenant's June 1st invoice is voided, the software will generate a new June invoice at the tenant's current rent rate overnight. If today is June 5th and the tenant's July invoice is voided, the software will generate a new July invoice reflecting the tenant's appropriate rent rate at the normal invoice generation time in June.
If you are voiding an invoice to give a tenant a free month of rent, use a promotion or credit the open line item rather than voiding the invoice.