The replacement invoice feature allows for voided invoices to be linked and unlinked to/from active invoices.
Only customers on Prepay Audit can void, un-void and link invoices.
Only users with roles Finance or Admin have the capability to link/unlink invoices in the 7bridges software.
Read more about voiding invoices here
Linking a void invoice
There are 2 ways to link an invoice.
Option 1: Link from the new replacement invoice.
This option is recommended if you are linking one or more voided invoices to a new single replacement invoice.
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Go to the invoices section
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Locate the invoice you would like to link to a voided invoice
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Click on the invoice to open the basic info
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Click on the Actions down arrow to select Set as replacement for voided invoice, as shown below:
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Start typing your voided invoice number (or paste), and any VOID status invoice matches will be displayed as shown below (example test data):
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Select the applicable voided invoice number and click Confirm (example test data):
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A success message will be displayed, in addition to a Linked invoice (s) display message (example test data):
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In the above linked message, you can quickly navigate to the voided invoice. The voided invoice message will also be updated to show the new replaced invoice, as shown below (example test data):
Option 2: Link from the VOID invoice.
This option is recommended if you are linking a single voided invoice to a one or more replacement invoices.
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Go to the invoices section
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Locate the VOID invoice you would like to link to a new invoice
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Click on the invoice to open the basic info
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Click on the Actions down arrow to select Link replacement invoice, as shown below:
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Start typing your new replacement invoice number (or paste), any invoice matches (not paid nor voided) will be displayed as shown below (example test data):
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Select the applicable invoice number and click Confirm (example test data):
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A success message will be displayed, in addition the voided invoice message will be updated to show the new replaced invoice, as shown below (example test data):
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In the above linked message, you can quickly navigate to the replacement invoice, which will display a Linked invoice (s) message (example test data):
NOTE: Either option can be repeated to link multiple VOID invoices to a replacement invoice/s. The displayed message will include all the linked invoice numbers (example test data):
Removing a linked invoice
There are 3 ways to unlink an invoice:
Option 1: Removing the link from the replacement invoice.
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Go to the invoices section
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Locate the replacement invoice, linked to a voided invoice
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Click on the invoice to open the basic info
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Click on the Actions down arrow to select Remove as replacement for voided invoice, as shown below:
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Click on the ‘bin’ icon to remove the link (note, there may be one or more displayed):
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A success message will be displayed advising you have successfully unlinked the invoice.
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Any void and linked messages will be updated/removed.
Option 2: Removing the link from the VOID invoice.
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Go to the invoices section
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Locate the voided invoice, linked to a replacement invoice
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Click on the invoice to open the basic info
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Click on the Actions down arrow to select Set as replacement for voided invoice, as shown below:
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Click on the ‘bin’ icon to remove the link (note, there may one or more* displayed):
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A success message will be displayed advising you have successfully unlinked the invoice.
*Please note, if you still have an active linked invoice, after the removal of a linked invoice, the remaining invoice/s will be displayed. If required, repeat step 5 until all linked invoices are removed.
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Any void and linked messages will be updated/removed.
Option 3: Change an invoice from VOID to NOT VOID
- Follow the steps for 'How can I un-void an invoice?'
- When an invoice is no longer voided, it will automatically be unlinked to any other invoices.