Purchase

Void a Purchase Without Losing the Audit Trail

Purchase void is a whole-document reversal. Posnic keeps the purchase, records who voided it and why, reverses received tracked stock, and removes the cancelled document from purchase input credit.

Menu path: Purchase -> Purchases -> open purchase -> More -> Void
Verified from: Posnic demo and current POS source reviewed on 2026-09-08

Technical source evidence

frontend/static/script/js/modules/js/receiving_add.js renderPurchaseDoc voidPurchase voidConfirm, api/src/controllers/receivings.controller.js void, api/src/models/receiving.model.js voidReceiving, api/src/routes/receivings.routes.js POST /:id/void

Live Posnic received purchase with the More menu open and the red Void action visible — **Open Void from the original purchase**Void is a whole-document action in More. Confirm the purchase number, supplier, status and lines before selecting it.

Live Posnic purchase void confirmation strip with required reason field and warning about stock record and tax — **Read the warning and enter a specific reason**The confirmation strip states the current effect before submission: stock reverses, the record stays and the tax leaves input credit.

Choose Void Only for a Whole-Document Error

Situation	Correct action	Reason
The entire purchase should never have been recorded	Void	Reverses the whole document while retaining evidence.
Some received goods are being sent back	Return items	Preserves valid purchase lines and records only returned quantities.
The supplier will not deliver an outstanding balance	Cancel remaining	Closes the undelivered balance without reversing stock already received.
A description, date or other editable field is wrong	Edit after checking consequences	A whole stock reversal is disproportionate to a paperwork correction.
A duplicate purchase exists	Verify both documents, then void only the duplicate	The valid purchase must remain as supplier and stock evidence.

Prepare Evidence Before Voiding

Stop any receiving, supplier return or stock-count work involving the same purchase.
Open Purchase -> Purchases and select the document from the list.
Confirm purchase number, supplier, branch, bill date, status, items, quantities, tax and total.
For a received or partially received purchase, record the current available quantity of every tracked item.
Download or print the purchase when shop policy requires a pre-void copy.
Obtain manager or owner approval and write a precise business reason before opening Void.
Check that no supplier return has already corrected the same quantities.

Permission and Status Boundaries

Boundary	Current behavior	Operator implication
Permission	The API requires Purchase / Receiving Delete access.	Read or Write access alone cannot void a purchase.
Reason	Both browser and API reject a blank reason.	Use a specific explanation such as duplicate supplier invoice number, not a vague word such as mistake.
Already cancelled	The server rejects another void.	Do not attempt to repeat or recreate the reversal.
Received or Partial	Only quantities actually received are reversed from tracked stock.	Compare cumulative received quantities, not merely ordered quantities.
Open order	No stock entered, so void is bookkeeping only.	The record is cancelled without an inventory movement.
After void	The cancelled purchase cannot be received or edited.	Treat it as a closed audit record.

Void the Confirmed Purchase

Open More on the verified purchase and select Void.
Read the warning in the red confirmation strip and verify its purchase number matches the document.
Enter the approved reason in Reason (required). The interface accepts up to 200 characters.
Recheck the reason for supplier invoice number, duplicate reference or other identifying detail.
Select Void purchase once. Do not double-click or repeat after a slow response.
Wait for Posnic to report Purchase voided - stock reversed, record kept.
If you are uncertain at any point, select Cancel; it closes the strip without changing the purchase.

Understand Exactly What Changes

Record	Current implementation	What to verify
Purchase document	The document remains and status becomes Cancelled.	Find the same purchase number in the Cancelled filter.
Audit fields	Posnic stores voided by, user ID, void time and the trimmed reason.	Open the document and confirm the visible void notice and reason.
Tracked inventory	Available quantity falls by the quantity actually received on each valid item line.	Compare item quantities before and after.
Stock ledger	A Void Purchase / Void entry is always written for each reversed tracked line.	Match reference, opening balance, negative count and closing balance.
Untracked items	No available-quantity or stock-log movement is made.	Use the retained purchase and physical count as evidence.
Purchase tax	Cancelled purchases are excluded from Tax Payable input-credit aggregation.	Re-run the relevant purchase and tax period reports.
Supplier history	The purchase remains part of the supplier's documentary history as cancelled.	Confirm it is not silently missing or still treated as active.

Reconcile Immediately After Void

Filter Purchases to Cancelled and reopen the same purchase number.
Confirm status, void reason, voided by and void time are present and correct.
For each tracked item, confirm available quantity decreased by the cumulative quantity that purchase had received.
Open Inventory Logs and find Void Purchase entries carrying the purchase reference.
Confirm each log's opening balance, negative count and closing balance agree mathematically.
Review Purchase Reports, supplier history and Tax Payable for the affected date range.
Attach the approval and retained purchase copy to the supplier or accounting record required by shop policy.

Do Not Repair a Wrong Void Blindly

The current implementation has no unvoid action. A replacement purchase may be appropriate only after stock, supplier balance and tax have been reconciled and a manager has documented the correction.

Do not edit the cancelled document; the server intentionally blocks it.
Do not use Stock Adjustment alone to make the quantity look correct while leaving supplier and tax records wrong.
Do not create a replacement purchase until you know whether the original stock reversal completed for every tracked line.
Record the cancelled purchase number in the replacement purchase note or external approval trail.
Reconcile the replacement purchase and the cancelled original together in inventory, supplier and tax reports.

Troubleshooting and Controls

Problem	Likely cause	Controlled response
Void is missing	User lacks Purchase Delete access or the action menu is not open on the intended document.	Review the employee permission matrix; do not share an administrator login.
Reason is rejected	The field is blank or whitespace.	Enter a concrete business reason and retry once.
Purchase still looks active	Request failed or the list has stale data.	Refresh once, filter by purchase number and verify status before another action.
Stock did not reverse	Item is untracked, item reference is invalid, or a line never entered stock.	Compare item tracking and received quantity with the stock log before correcting anything.
Stock became negative	Current stock was lower than the received quantity being reversed.	Freeze movement for that item and reconcile subsequent sales, transfers, returns and counts with a manager.
Tax report still includes it	Wrong report period, stale report, or cancellation was not completed.	Confirm Cancelled status, refresh the exact bill period and escalate with purchase number and screenshots.
Void was selected on the wrong purchase	Document identity was not checked before confirmation.	Preserve all evidence and complete a manager-led stock, supplier and tax reconciliation before replacement entry.