Running the Mass Void Open Orders Process

The Mass Void Open Orders process uses a query to search for open orders. Because open orders are proforma invoices, they are not reflected on the GL account (unlike invoices, which debit an AR account and credit a Revenue account). This means that open orders can easily be voided if necessary, unlike invoices, which must be canceled one at a time.

Tip: In re:Members AMS, open orders can be voided, not canceled

Example: In what cases are the Mass Void Open Orders Process typically used? This feature is often used by clients who create open orders when running the Mass Membership Renewal process. In cases where mass-renewed members choose not to pay their balance, these unpaid open orders can easily be voided as a group using the Mass Void Open Orders process. In contrast, if invoices had been created in the same scenario, each invoice would need to be individually canceled.

"Voiding" and "Canceling" in the System

In re:Members AMS accounting, you will encounter the terms "void" and "cancel," which may at first seem interchangeable. Open orders (that is, orders which have not yet been invoiced) can be voided because they are pro forma invoices and are not reflected on the GL account. Invoices, however, debit an AR account and credit a Revenue account, and must be canceled. Open orders can easily be voided en masse, if necessary, unlike invoices, which must be canceled one at a time.

To mass void open orders:

Navigate to the Processes App.
Locate the Accounting.MassVoidOpenOrders process. Click Details.
In the Mass Void Open Orders Process Record, click the Schedules tab.
Select the Active Schedules menu option.
Click Add New Schedule.
In the Add Schedule window, select the desired query to pull the list of open orders from the Query drop-down. The default query for this purpose is List of Orders with a Past Due Date.
Choose when the process should run.
Click Schedule Process.

All orders that fall within the criteria of the query will be voided.