Voiding or Deleting a Rental Invoice

You can void or delete unprinted rental invoices and void printed rental invoices. Voiding an invoice automatically moves that invoice to history. Deleting an invoice removes it permanently from the system, depending on rental setup.

Setting up the reason code for voiding/deleting

When a user voids or deletes a rental invoice, you can set up the system to not require a reason from the user, require a reason, or give the option of entering a reason.

1. Select Microsoft Dynamics GP > Tools > Setup > Equipment > Rental > Setup.
2. From the Reason Code for Void/Delete drop-down, select one of the following:
   • Reason Disabled
     When you void or delete an invoice, the system will not require you to give a reason.
   • Reason Enabled
     When you void or delete an invoice, the system gives you the option of giving a reason. The system opens a separate window, where you can enter the reason, or close the window without entering a reason.
   • Reason Required
     When you void or delete an invoice, the system opens a separate window, where you are required to enter a reason.
3. If you want to be able to enter a reason code when deleting an invoice, you must also set the Action Taken Upon Invoice Deletion drop-down to Ask to move to history OR Move to History.
4. Select OK. You can view the reason given from the Rental Invoice Inquiry window. Zoom on the Invoice Status line at the bottom of the window, and the reason you entered displays, as shown below:

Providing a reason at agreement/booking entry time

If the system is set to prompt the user to enter a reason (either required or not) when voiding or deleting an invoice, a window opens to give the opportunity for the user to enter the reason.

1. Open a rental invoice and select Void or Delete. When you delete or void an invoice, a validation window will appear display and then opens the Rental Reason Entry window.
2. Enter a reason and select OK.

The Rental Invoice Entry window clears.