Why advice to VOID invoices should be used with caution

This guide walks you through the steps to why advice to void invoices should be used with caution in Workshop Software. This is a common task when managing your day-to-day invoicing and job card workflow.

When the VOID facility is used for an invoice, there are several impacts in Workshop Software including:
  • The invoice is permanently removed from Workshop Software and any linked accounting package;
  • Sales figures are adjusted to remove the value of the transaction;
  • Time logged using the mobile app will be deleted, impacting on reporting for mechanic performance;
  • Any products on the invoice will be removed and returned to inventory.
  From an accounting and business management perspective, voiding invoices has some additional potential impacts:
  • If the invoice has been issued to the customer, there is an inconsistency between the records held by the workshop and the customer which can effect future enquiries related to the invoice;
  • A history of VOIDED transactions can be a red flag during any compliance audit (eg ATO) as it can be indicative of tax avoidance behaviour;
  • VOIDED transactions can be a method used to disguise fraudulent behaviour, particularly by team members;
  • If used to remove unpaid/bad debts, it can reduce your ability to recover the debt in future through legal means (eg as part of a Receivership dividend).

Good to Know

  • If you have an accounting integration enabled, this change will sync to your accounting system on the next sync cycle.
  • This feature is also available on the Workshop Software mobile app if you have mobile access enabled on your account.

Frequently Asked Questions

Can I undo this change to the invoice?

You can update the invoice again by following the same steps. If the invoice has already been finalised or synced to your accounting system, contact your administrator about the best approach.

What if this does not resolve the issue?

If the problem persists after following the steps above, contact the Workshop Software support team. They can investigate further and help resolve the issue.

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