Cancellation Types

What is it and what is it for?

When you void a credit invoice, cash invoice, customer or vendor credit/debit note, cash receipt, expense or vendor bill that already has an NCF assigned, the DGII requires you to state why it was voided. Cancellation Types is that catalog of official reasons.

AdmCloud ships with the 10 reasons defined by the DGII, each with its own two-digit code: 01 Damaged Preprinted Invoice, 02 Printing Errors, 03 Faulty Printing, 04 Correction of Information, 05 Product Changeover, 06 Product Returns, 07 Omission of Products, 08 NCF Sequence Errors, 09 Cessation of Operations, and 10 Lost or Stolen Checkbooks.

These reasons are created automatically the first time they're needed, with nothing to configure, and are the same for every Dominican company using AdmCloud. It's a fixed catalog: you can't add your own reasons or delete the existing ones, because they must exactly match the DGII's official catalog for your NCF void reports to be valid.

Where it's used

The Cancellation Reason field appears when voiding documents such as Credit Invoices, Cash Invoices, Customer and Vendor Credit and Debit Notes, Cash Receipts, Cash Returns, Expenses, Vendor Bills and Receptions, among other documents that can carry an NCF.

This field is only requested if the document you're voiding has an NCF assigned and your company is set up for the Dominican Republic; in other countries it doesn't appear, since the DGII requirement doesn't apply.

How to use it

1. Browse the catalog. Open Cancellation Types from System Administration. You'll see the code and name of each reason, sorted by code.
2. Open a reason's detail. Click its code to also see its Notes, if any were added.
3. Add an internal note (optional). From the detail screen, use Edit to write a note that helps your team, for example when to use that reason. The reason's Fiscal Code and Name can't be changed, to keep the catalog aligned with the DGII's.
4. Select it when voiding a document. When you void an invoice or other document that carries an NCF, AdmCloud asks you to choose one of these 10 reasons before completing the void.

Main capabilities and limits

• Browse the full catalog of void reasons, with their official code and name.
• Add or edit each reason's Note, for your team's internal use.
• Select the matching reason when voiding any document that carries an NCF.
• You cannot create new reasons or delete existing ones: the system blocks both actions because the catalog must match the DGII's official one.
• You cannot change the Fiscal Code or the Name of an existing reason.

Key fields

Validations when saving

• Name is required: the server requires every reason to have a Name, even though in practice this field isn't offered as editable.
• The Name can't be changed: if you try to modify it, AdmCloud rejects the save with the message "You cannot change the description".
• New cancellation reasons can't be created: AdmCloud shows the message "You cannot create cancellation types".
• An existing cancellation reason can't be deleted: AdmCloud shows the message "You cannot delete cancellation types".

Availability and conditions

• This screen and the "Cancellation Reason" field on documents are only available for companies set up for the Dominican Republic. They don't appear for companies in other countries.
• Access is controlled with the "Configuration" permission of System Administration (with its Browse and Edit levels); the Add and Delete levels don't apply, since those actions are blocked for every user.
• It doesn't depend on the edition or any Enterprise module: it's available on any plan, as long as the company is Dominican.

Tips and common mistakes