Void or Correct Bills

Choose the supported bill correction path before changing a posted, paid, partial, or void-sensitive bill.

Bill actions menu showing payment, journal, history, and void options

When To Use This

  • A bill needs correction after it has moved beyond simple draft entry.
  • You need to decide whether to edit, pay, reverse payment, void, or review linked journals.
  • You need to preserve bill and posting history while correcting the vendor record.

Before You Start

  • Confirm the active company and bill number.
  • Review bill status, total, balance, due date, and payment history.
  • Review linked journal entries before changing a posted bill.
  • If the bill has active payments, reverse or unapply payments first where SPRK requires that guardrail.

Steps

  1. Open Bills.
  2. Find the bill.
  3. Review the row action menu and choose the visible action that matches the correction:
  • Use Edit for supported field changes.
  • Use the dollar action for payment.
  • Use View payment history or View linked journal entries when you need review before changing the bill.
  • Use Void bill only when it is visible and enabled.
  1. For an eligible bill void, confirm the bill is Open and its full balance still equals its total.
  2. Do not use the void path for draft, partial, paid, or already voided bills.
  3. In the Void bill modal, choose the void posting date:
  • Today
  • Original bill date
  • Custom date
  1. Enter a reason.
  2. Confirm Void bill after reviewing the bill and date.

What Happens When You Void or Correct

A successful Void bill posts a reversal journal entry, sets the bill status to Void, zeroes the bill balance, and records void details instead of deleting the bill. Saving changes to an already posted bill follows the posted-save strategy you choose when SPRK prompts. If a bill has active payments, SPRK blocks voiding or recognition-journal reversal until those payments are reversed or unapplied.

If Something Looks Wrong

What You See What To Check What To Do Next
Void bill is unavailable Bill status, balance, and active payments Use the visible correction action or clear required payment activity first
The bill is partial or paid Payment history and payment applications Reverse or unapply payments where SPRK requires it before voiding recognition
A draft bill needs removal Whether the bill has posted ledger impact Use the draft action available for that bill instead of a void workflow
A posted-save prompt appears The posted-save strategy and date choices Choose the strategy that matches the intended correction
The correction would duplicate another adjustment Existing linked journals and payment history Stop and review the source workflow before confirming