How to Void or Correct a Posted (Final) Invoice

Table of Contents

How to Copy an Invoice (Creates a copy of the Invoice with a new Invoice number that can be edited)
How to Void an Invoice (Cancels and Deletes the Invoice)
How to Void and Copy an Invoice (Creates a new Copy of an Invoice with a new Invoice number, Cancels and Deletes original Invoice)

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Disclaimer
If you believe you have an error associated with an Invoice, please contact DSD Support immediately. To assist you with resolving the issue always contact DSD Support prior to completing your end of day. We cannot assist with correcting the issue if your end of day has been completed. The DSD Support email is [e-mail] and our phone number is 510-447-1700.

Note: 
The ability to Void, Void and Copy, or Void and Print for DEX Accounts is not allowed. Please reference this guide on How to Cancel a DEX Session.

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How to Copy an Invoice

The ability to Copy an Invoice is a feature within OTS. This allows creating a Copy of an Invoice that was previously created to quickly create an exact copy of items and quantities into a new Invoice.

1. Tap Service Account and locate the Account with the Invoice you would like to Copy.
   
   
   
2. Tap and hold the invoice that you would like to copy, which will then bring up the selection menu. Tap 'Copy to Invoice' from the menu selection menu.   
   
   
3. Items can now be edited and updated to the exact quantities that are needed to be ordered. 
    
   
   
4. Tap Continue to proceed. 
   
   
5. Tap Post Invoices
   
   
6. If it is a DEX account. It will prompt you if you want to perform DEX.
7. If it is a non-DEX account, it will then provide you with the option have the receiver sign and then to print the Final Invoice.
   
   
8. Once printed, press the forward arrow button.
   
   
   
9. Proceed with taking images of your Proof of Delivery.
   
   
   
   
10. Once completed, this new Invoice will have a new Invoice number. While the old Invoice still exists with its original Invoice number.
    
    

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How to Void an Invoice

The ability to Void an Invoice is a feature within OTS. This allows canceling an Invoice, that may have been accidentally created for an incorrect Customer Account and/or items and quantities. 

1. Tap Service Account and locate the Customer Account with the invoice you need to Void.
   
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3. Tap and hold the Invoice that you would like to Void, which will then bring up the selection menu.
    
4. Tap the Void option from the selection menu. A warning pop-up window will appear for confirmation to proceed with Voiding the Invoice. Tap the Yes button to confirm.    
5. After confirming, a prompt will appear to select the reasoning for Voiding. Once selected the Invoice will now disappear from the list as it has been canceled and deleted.   

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How to Void and Copy an Invoice

The ability to Void and Copy an Invoice is a feature within OTS. This allows canceling an Invoice, that may have been accidentally created with incorrect items or quantities. If this option is chosen, the original Invoice will be canceled and recreated into a new Invoice, that provides you the ability to correct items or quantities.
*Please note that the Void and Copy functionality is only used to void an invoice for the same account. You are unable to Void and Copy to a different account. Please reference the How to Void an Invoice section.

1. Tap Service Account and locate the Account with the Invoice you need to Void and Copy.
     
    
2. Tap and hold the Invoice that you would like to Void and Copy, which will then bring up the selection menu.
   *Note the Invoice Number 24011027604.
   
   
   
3. Tap the Void and Copy option from the menu, which will then have a warning pop up appear to confirm that you want to proceed. Tap Yes to confirm. 
    
   
   
4. After confirming, a prompt will appear to select the reasoning for Voiding.
   
   
5. Once the original Invoice has been Voided. You can now edit your items and update them to the correct quantities.
   In the example below, we are selecting PG10.0-VANILLA.
   
   
6. After the product has been selected. You can now update them to the correct quantity. Then tap the checkmark icon.
   In this example, the PG10.0-VANILLA is being updated from a quantity of 1 to 0.     
   
   
   
7. After all, quantities have been updated and verified. Tap the arrow button to proceed.
   
   
8. Now press the forward arrow button to proceed with posting the Invoice.
   
9. Have the receiver sign and then tap the Conintue button to print the Final Invoice.
   
10. You are now able to print the Final Invoice.  Once printed, press the forward arrow button.
    
    
    
11. Proceed with taking images of your Proof of Delivery.
    
    
    
12. You will now notice this Invoice now has a new Invoice Number of 24011027604. The original Invoice Number was 24011027605.