Voiding an expense
Voiding an expense works through the same confirmation dialog wherever you start from. The void either completes fully, including its journal entries, or nothing changes. Where to find it You can...
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Voiding an expense works through the same confirmation dialog wherever you start from. The void either completes fully, including its journal entries, or nothing changes.
Where to find it
You can start a void from two places, and both take you to the same dialog:
- From the expense list. Open the row action menu on any expense and choose Void expense.
- From inside the expense. Open the expense's own menu and choose Void expense.
Either way, a confirmation dialog opens immediately. It no longer opens the expense record with nothing selected, and it no longer buries a form far down the page.
Void expense
This expense and its journal entries will be voided and removed from the ledger. They stay viewable under the Void filter and in the audit log. Original journal entry rows are preserved, and the full trail stays clickable from the ledger afterward.
Reason for voiding, Required
| Cancel | Void expense |
What the reason is for
The dialog asks you to type a short reason before you can confirm. This reason is kept with the expense's history, so anyone looking back at a voided expense later, including during an audit or a board review, can see why it was voided and who made the call. You cannot submit the dialog without entering a reason.
What happens after you confirm
Once you confirm, URBI voids the expense and its journal entries together. The expense's status changes to Void only after the accounting change is also complete. This is not a delete: the record stays in the system, it is marked as void and excluded from active totals going forward.
If the expense has already been paid, use Refund instead of Void expense. A paid or partially refunded expense follows the refund workflow so the money movement and the accounting stay together.
If you click Void expense a second time while the first request is still processing, URBI tells you the void is already processing instead of showing an error.
If the expense falls in a closed accounting period
If the expense you're trying to void belongs to an accounting period that has already been closed, the normal void is refused and the expense stays exactly as it was. URBI then offers the recovery path instead of a generic error.
In most cases, use the option that reverses the entry in the current open period. Only reopen and rebalance the closed period if your role allows it and your accounting process requires the change inside that original period.
Keyboard use
The dialog can be operated entirely from the keyboard: Tab moves between the reason field and the buttons, and focus stays inside the dialog until you close it or submit.