To help you set up and know the conditions, in which an invoice can be Smart Voided. This help document will guide you through the key functionalities.


What is Smart Voiding? DX1's Smart Voiding is a way to automatically have Quotes, Deals, Work Estimates, Repair Orders, On Hold Quotes and On Hold Invoices voided after a defined amount of days.


Smart Voiding allows you to do the following:

  • Decide what departments you want Smart Voiding for 
  • Decide the types of invoices that will get voided
  • Decide the number of days until an invoice will get voided


In this document, we will cover the following topics

  1. User Roles and Permissions
  2. How to setup Smart Voiding
  3. The conditions where an invoice cannot be Smart Voided
  4. Reporting
  5. That's it and Support


1. User Roles and Permissions

  1. Ensure you have the necessary permissions to setup Smart Voiding.
  2. Click on your initials in the top right. (orange box)
  3. From the dropdown options click on My Account.
  4. Under Primary Roles, the checklist under Settings confirm if the box is checked for Dealership Settings & General.
    1. If they are checked you are ready to go with Smart Voiding!
    2. If not speak with your manager to see if they will set you up!


2. How to setup Smart Voiding

  1. Click on your initials in the top right. (orange box)
  2. From the dropdown options click on Dealership Settings.
  3. You will land on the General Information tab, if not select it from the Collapse Menu
  4. Scroll down if necessary to the Smart Voiding section.
  5. Now you can see each department 
    1. By default, it will be set to 90 Days but it can be set from 1 to 365 days
    2. Under this, select the types of invoices that will be Smart Voided
      1. Special Note - This is a nightly job once set up you will not see any invoices voided until the next day.



3. The conditions where an invoice cannot be Smart Voided

  1. If there is a payment or E-Payment taken.
  2. If there is a Requested E-Payment.
  3. If there is a Trade-In Unit that has been added to Inventory.
  4. If the Invoice has an associated open or completed invoice 
    1. Examples:
      1.  Part Invoice associated with MU Quote, Deal or Service Repair Order.
      2. Service Work Estimate or Repair Order associated with MU Quote or Deal.
      3. Service Repair Order has an open or completed Parts Invoice.
      4. Major Unit Quote or Deal has an open or completed Repair Order or Parts Invoice.
      5. Major Unit Quote or Deal when another user has a Service or Parts invoice open
      6. Service Work Estimate or Repair Order when another user has a Parts invoice open 
  5. If the Invoice has been locked 
    1. A red lock icon will appear next to the Invoice number on the left side
    2. A blue toggle will be set to Locked at the top right side of an Invoice 


4. Reporting

  1. A Voided Invoices Report is available in the Accounting Reports section.
    1. There are many parameters to the report but there is one that's worth highlighting
      1. Void Reason
        1. If an Invoice is Smart or Quick Voided
          • It will automatically enter how it was voided here
        2. If an Invoice is Manually voided
          • If you type in a reason it will be displayed here


5. That's it and Support

  1. That's it you are good to go!
  2. If you need further assistance reach out to our support team in any of the numbers of ways listed below. Good Luck!
  3. DX1Support@dx1app.com