You billed a follow-up as an initial visit and sent the invoice. It is issued, so it cannot be edited, and a patient may already have it. Voiding is how you take it back, and Goji asks why before it does.
A reason is required
On a patient's Invoices list, an issued invoice has a Void link. Choosing it opens a box for the reason, and the Void invoice button will not go ahead with it empty. The check is on the server too, so a blank reason is refused wherever the request comes from.
Drafts are different. A draft has no invoice number yet, so you delete it rather than void it.
Where the reason appears
- On the invoice row in the patient's list, as a Reason line under the voided invoice.
- On the invoice PDF, which gets a large faint VOID mark and a note that the invoice has been voided and is no longer payable, followed by your reason.
- In the patient's activity stream, as a voided-invoice event showing your reason.
The record also keeps who voided it and when.
What happens to the money
Voiding takes the charge back off the patient's account with a reversing entry. The original entry is not deleted. Payments already recorded against the invoice stay where they are, because that money did change hands, so a patient who had paid is left holding account credit. You can apply it to another invoice, or handle a refund separately. A package that was waiting on payment is withdrawn when its invoice is voided.
To correct a mistake, void the invoice and issue a replacement.