What happens to prepayments when you delete a purchase order

When you delete a purchase order that has active vendor prepayments, Luminous voids those prepayments as part of the deletion. The void is then synced to QuickBooks automatically in the background.

Step-by-step

  1. From the Purchase Orders list, open the row's actions menu and click Delete Order.
  2. Confirm the first dialog, Confirm Delete?, by clicking Yes, delete it!
  3. If the PO has active prepayments, a second dialog appears: Void vendor prepayments? It lists each prepayment with its Amount and Unapplied balance, plus a Total unapplied line.
  4. Click Void & Delete to proceed, or Cancel to leave the PO and prepayments untouched.

Confirmation dialog

Before the deletion completes, a confirmation dialog appears showing the prepayment amount(s) that will be voided. Review the total and click Confirm to proceed or Cancel to leave the PO intact.

When deletion is blocked

Nothing is changed, and you'll see an error, if:

  • A prepayment is still applied to a bill. Reverse the application on the bill first, then retry.
  • A prepayment is shared with another active PO. Unlink or void it from the other PO first.
  • You don't have permission to void prepayments. Ask a user who does to void them, then delete the PO.

All-or-nothing guarantee

The prepayment void, the incoming-inventory reversal and the PO removal happen as one unit. If any step fails, all of them are rolled back. You'll never end up with a voided prepayment on a live PO, or a deleted PO with an open prepayment.

This behavior may need to be enabled for your account. If you don't see the Void vendor prepayments? step, contact Luminous support.

Prepayments applied to a bill

If a prepayment has already been fully or partially applied to a bill, you must unapply it from the bill before you can delete the PO. See How do I void a prepayment? for the steps to unapply and void a prepayment manually.