How to Void an Invoice in Epicor 10 and Kinetic
how to void an invoice in epicor 10
Also searched as
- epicor kinetic posting rules
- epicor delete posted invoice
- epicor reverse ar invoice credit memo
Short answer
If the AR invoice has not been posted, delete or cancel it in AR Invoice Entry. If it has been posted to the general ledger, do not try to remove it: reverse it with a credit memo (or the void or unpost action where your version and fiscal period allow it) so the audit trail is preserved. Posting rules determine which GL accounts each invoice and reversal hits.
Applies to: Epicor 10.x and Kinetic; behaviour depends on version, country and fiscal period status
How to void or reverse an invoice
- 1Open AR Invoice Tracker and find the invoice. Note whether it shows as posted.
- 2If it is unposted, open it in AR Invoice Entry and delete it. For invoices created from shipments, check the shipment status afterwards, as the shipment may need to be re-invoiced.
- 3If it is posted and the fiscal period is open, look in the Actions menu of the invoice for a void or reverse option in your version.
- 4If no void option applies, create a credit memo for the full amount, referencing the original invoice, and post it. This offsets revenue, tax and receivable.
- 5Check that sales order releases or shipments are released from invoiced status if you need to re-bill them.
- 6Run the AR posting process and review the journal in GL Transactions to confirm the reversing entries.
- 7Document the reason in the invoice comment or a note for the auditor.
Delete, void or credit: which to use
Unposted means no ledger impact yet, so deletion is clean. Posted invoices have generated GL entries and customer balances, so the safe accounting answer is an offsetting document that keeps both the original and the reversal visible.
Some versions offer a void or cancel action that creates the reversing entries automatically. Whether it is available depends on version, localisation and period status. When in doubt, ask your controller before using any unpost option, since unposting in a closed period is usually blocked for good reason.
How posting rules affect it
Posting rules map transaction types to general ledger accounts, using the segments of the account (company, plant, product group, customer type). The same rules apply to the original invoice and the reversal, so a credit memo normally hits the accounts the invoice did.
If a reversal posts to an unexpected account, review the rule that matched. The rule set is configured under General Ledger setup; changes affect only future postings, so correct historic errors with a journal entry rather than by editing rules.
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Common pitfalls
- !Trying to delete a posted invoice fails or, if forced by an unpost, can break reconciliations.
- !Voiding in a closed fiscal period is normally blocked; the reversal then belongs in the current open period.
- !Reversing the invoice but not releasing the shipment leaves the order unbillable.
- !Editing posting rules to fix one bad posting changes all future postings of that type.
How an ERP-grounded AI assistant handles this
An assistant over AR and GL tables can show which invoices were reversed this month, whether each reversal has a matching credit memo and which posting rule each used. It informs the controller; it does not post anything, and Netray's agents require human approval for any write-back.
Frequently asked questions
Can you delete a posted invoice in Epicor?
Generally no. Reverse it with a credit memo or an available void or unpost action, so the original and its reversal remain in the ledger.
How do I cancel an unposted invoice?
Open it in AR Invoice Entry and delete it. Then check the underlying shipment or order release to re-bill it correctly.
What are posting rules in Epicor?
They are General Ledger setup rules that map each kind of transaction to debit and credit accounts. They drive the journal entries created when you post.
Why did my credit memo post to a different account?
A different posting rule may have matched, for example because the product group, plant or customer type differs. Review the rule that applied.
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