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Voided Invoice Report

The Voided Invoice Report lists every invoice that was voided in ARM, one line per invoice, with the customer, vehicle and money figures it carried, who voided it and the reason they gave. A voided invoice is cancelled rather than deleted: it keeps its number and stays on record, but it counts in no sales, tax or profit report. Use it to see how much work was cancelled in a period and why, to check who is voiding invoices, and to find a ticket a customer asks about that no longer appears in sales.

3 how-to answers 2 screenshots Open in ARM Markdown

How do I run the Voided Invoice Report? #

  1. From the Home Screen, click Reports → Sales & Financial Reports → Voided Invoice Report.
  2. Click the From : … To : … date box and pick the first and last day. The report opens on the first day of the current month through today and selects invoices by their invoice date. The × beside the box clears the dates.
  3. To narrow the list, type part of a customer name, an invoice number, a VIN, a license plate or an email address into Search Text, and in the Select Type dropdown choose Paid In Full or Unpaid/Partial Paid to list only voided invoices that had or had not been paid; leave Select Type for both.
  4. Click Search. Click Show All to clear the filters and list every voided invoice in the date range.
  5. Read the summary above the table: Total Gross, Total Sales Tax and Total Net Sales are the totals of the voided invoices in the current filter.
  6. Click any column heading to sort by it; click it again to reverse the order. The table is wider than the screen; use the scroll bar under it to reach the right-hand columns.
  7. Click Download to export the filtered list to a spreadsheet.
Voided Invoice Report with filters, results and TOTAL row
Voided Invoice Report with filters, results and TOTAL row
Voided Invoice Report fee, discount, labor and part columns
Voided Invoice Report fee, discount, labor and part columns

How do I see who voided invoices in a period and why? #

  1. From the Home Screen, click Reports → Sales & Financial Reports → Voided Invoice Report.
  2. Set the From : … To : … box to the period and click Search.
  3. Scroll the table to the right to the Voided By and Void Reason columns; click the Voided By heading to group the lines by user. Total Gross above the table is the value of the work cancelled.

How do I check whether an invoice was voided? #

  1. From the Home Screen, click Reports → Sales & Financial Reports → Voided Invoice Report.
  2. Widen the From : … To : … dates to cover the invoice date.
  3. Type the invoice number or the customer name into Search Text and click Search. If the invoice appears, it was voided; Voided By and Void Reason at the right tell you who and why, and the eye icon shows the invoice as it was.
  4. If it does not appear, check the Deleted Invoice Report and the Refunded Invoice Report in the same section.
About this screen

Each line starts with an eye icon that opens a print view of the voided invoice in a new tab, then the Invoice No. (a link that opens the invoice), the Invoice Date, the Finalized Date (a dash for an invoice voided while still a draft), and the Customer Name. The money columns follow: Gross Sales, Sales Tax, Net Sales, then the fees the invoice carried, Shop Fee, Haz. Waste Fee, Oil Surcharge Fee, Elec. Fund Trans., Tire Fee, Tire Disposal Fee, Battery Fee, Battery Disposal Fee and Smog Cert., the Discount, and Labor Amount and Part Amount. An invoice voided as a draft shows $0.00 in every money column because nothing was ever charged; a finalized invoice that was voided keeps the amounts it had. The TOTAL row at the foot sums every money column for the invoices listed.

The line continues with the Mode the invoice was in when voided, Draft or Finalize, the Payment Status, Paid or UnPaid, the Smog Cert. No., the vehicle's License Plate No., the customer's Email Address and Contact No., the technician's Clock In and Clock Out times, the Odometer, the VIN, the Vehicle Year, Vehicle Make, Vehicle Model and Vehicle Engine Size, and finally Voided By, the ARM user who voided the invoice, and Void Reason, the reason typed when it was voided.

Payments taken on an invoice before it was voided are listed on the Void Invoice Payment Report. Because the report shows the customer's name, email address, contact number, license plate and VIN, keep exports in a safe place. The Add To Favorites switch beside the heading saves the report under Favorites on the Reports page. Which reports you see depends on your admin group permissions.

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