Voiding a prepayment
Voiding retires a prepayment that was recorded in error or is no longer needed. The prepayment record is kept for audit purposes — it is not deleted — but its balance is zeroed out and any linked purchase order's paid and outstanding amounts are restored to what they were before the prepayment was recorded.
Note: Void is a permission-controlled action. It must be enabled for your account by a Luminous administrator, and your user must have the Prepayments: Void permission. If you do not see Void in the Actions menu, contact your admin.
Steps
- Go to Inventory → Bills and click Prepayments in the left sidebar.
- Find the prepayment you want to void.
- Click Actions on that row and choose Void.
- In the confirmation dialog, enter a reason (required). This reason is stored on the prepayment record and cannot be changed after submission.
- Click Void prepayment.
The prepayment is immediately marked as voided and disappears from active unapplied balances. Its record remains visible in the Prepayments register.
What happens to linked purchase orders and bills?
| Item | Effect |
|---|---|
| Linked purchase order | Paid amount is reduced; outstanding amount is restored. |
| Bills the prepayment was already applied to | Not reversed automatically. Any prior applications remain in place. Only the remaining unapplied balance is retired. |
| Audit trail | The void reason, timestamp, and acting user are recorded. |
When can't I void a prepayment?
- The prepayment has already been voided.
- Your user does not have the Prepayments: Void permission.
- The Void action has not been enabled for your tenant — contact your Luminous administrator.