Voucher Statuses (Unused, Used, Partially Used): Assigning and Unassigning Vouchers to Invoices

Clarifying the Meaning of Voucher Status

(Unused, Used, Partially Used)
and how to allocate vouchers to invoices

First: What Is Meant by Voucher Status?

Voucher status indicates whether the voucher is linked to invoices or not, and it does not affect the creation of the accounting entry itself. Rather, it is used to organize payments and link the voucher to invoices.

The voucher status appears in the Vouchers list under a column named (Status).

Types of Voucher Status:

1) Unused

A voucher is in unused status if:

• The voucher has been created

• and has not yet been allocated to any invoice

An unused voucher can be used to pay any invoice later.

2) Partially Used

A voucher becomes partially used if:

• Part of the voucher amount has been allocated to an invoice

• and another part remains unallocated

The remaining balance remains available for use on other invoices for the same customer or supplier.

3) Used

A voucher becomes used if:

• The full voucher amount has been allocated to one or multiple invoices

• and there is no remaining balance left in the voucher

Quick Illustrative Example

A voucher worth 1,000 SAR:

• If 1,000 SAR is allocated to one invoice
  → Voucher status: Used

• If 600 SAR is allocated to one invoice and 400 SAR remains
  → Voucher status: Partially Used
  → The remaining 400 SAR can be used on another invoice

Second: Can a Voucher Be Linked to Multiple Invoices?

Yes.
You can distribute a single voucher across multiple invoices provided that:

• the invoices are for the same customer or supplier the voucher was created for

Third: Methods for Allocating a Voucher to Invoices

Method One: From the Invoices List

(Use this when paying a specific invoice)

1. Go to:

   • Sales → Sales Invoices
     or

   • Purchases → Purchase Invoices

2. Click Pay next to the invoice

3. Select Use a Previous Voucher

4. Choose the unused or partially used voucher

5. Enter the allocation amount and save

Method Two: From the Vouchers List

(Use this when distributing a voucher across multiple invoices)

1. Go to:

   • Sales → Customer Vouchers
     or

   • Purchases → Supplier Vouchers

2. Click View or Pay next to the voucher

3. All unpaid invoices for the customer or supplier will appear

4. Select the invoices and specify the amount for each invoice

5. Save the allocation

This method is easier when you have multiple invoices you want to pay with a single voucher.

Fourth: What Happens When You Cancel an Allocation or Delete an Invoice?

Can You Delete an Invoice with a Voucher Allocated to It?

No.
You cannot delete an invoice if a voucher is allocated to it, unless you unlink the voucher first.

Methods for Unlinking a Voucher from an Invoice:

Method One: From Within the Invoice

1. Open the invoice (View)

2. Click the Voucher Number displayed below the “Total”

3. The linked invoices will appear

4. Click Delete next to the desired invoice

Method Two: From Within the Voucher

1. Go to the Vouchers list

2. Click View next to the voucher

3. The invoices linked to the voucher will appear

4. Click Delete next to the invoice

After canceling the allocation:

• The voucher status returns to Unused

• and it can be used again on other invoices

Note:
A sales invoice cannot be deleted if it is subject to e-invoicing, even after canceling the allocation.

Fifth: Does Voucher Status Have an Accounting Impact?

No.
Voucher status (Used / Unused) is a linking status only.

The Accounting Entry:

• is created immediately when the voucher is issued

• appears in:

  • Reports → Journal

• and can be searched for using the voucher’s reference number

Changing the voucher status does not create new entries or modify the accounting entry.

Sixth: Does This Explanation Apply to Both Customer and Supplier Vouchers?

Yes.
The same concept and behavior apply to:

• Customer Vouchers

• Supplier Vouchers

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