Void a payment when an error occurred in the check printing or a change needs to be made to the vendor invoice after the payment was made. This means that the void payment will have the opposite effect on your financial accounts as the original payment. For example, if the original payment was a credit, the void payment will be a debit. The void payment is linked to the same GL accounts, vendor invoice, class, office & department as the original payment. In order for the void to affect your GL, the void payment must be posted. The posting date for the void can be adjusted to post it to the proper period.
The voided payment will also be available in the account reconciliation.
NOTE: The payment of a vendor invoice locks the invoice down from further edits. Voiding the payment does not break the connection to the paid vendor invoice. The original payment and the void payment will both be linked to the vendor invoice. See further considerations, below, for more information.
How to void a payment
1) From the original posted payment, click ...More > Void
This will create a new VOID payment. The payment will have the same payment number with "VOID" appended to it. Ex. 1234 becomes 1234 VOID
2) Review VOID payment
The VOID should be an exact copy of the original but with a negative amount. Connections to invoice(s) or expense accounts will be retained.
Edit posting date or check date, if necessary.
3) POST payment
If the payment is connected to a vendor invoice, confirm the connection by opening the vendor invoice
Click on Paid in cash 0.00 located in the top right corner of the vendor invoice
The original payment & the void payment should be visible.
If the check has been printed
The check misprinted
In this case, the payment must still be tracked in the system and a new check printed. This is to maintain the Workamajig check number and the check stock number parity.
Follow the instructions above to void the misprinted payment. Once completed, the vendor invoice will be available via Select invoice to pay.
I need to edit the vendor invoice & the value will remain the same
In this case a void is not necessary: Open the payment > Unpost > mouse over invoice line: click Trashcan > Confirm the delete, this will release the vendor invoice for editing.
When finished editing, reconnect invoice to payment > Post
I need to edit the vendor invoice and the amount is different
In this case, a void is necessary. The payment must still be tracked in the system and a new check printed. This is to maintain the Workamajig check number and the check stock number parity.
- Follow the instructions above, I need to edit the vendor invoice and the value will remain the same, to disconnect the payment from the vendor invoice.
- After disconnecting the vendor invoice > Post the payment
- Click ...More > VOID
- Post the VOID payment.
The vendor invoice is now released and available to create a new payment via Select invoices to pay
I made a mistake and voided the payment
In this case, delete the void payment. The original payment will remain intact.
The check has NOT been printed
Clicking Void is not necessary if you have not printed this check, and instead are wanting to delete the payment.
I need to edit the vendor invoice
If the payment has not been printed, it is not necessary to void the payment. It will be easiest to delete the current payment and create a new payment once the vendor invoice has been edited.
Open the payment via Purchasing > Today purchasing > Payments: Checks to print
- Click Checks to print
- Click on the payment to open
- click ...More > Delete > Agree to the delete.
The vendor invoice will be now be available to create a new payment via Select invoices for payment.
Close vendor invoice
If you get into a scenario where you voided a payment attached to a vendor invoice, and then no longer need to pay for the vendor invoice again. You have two option in this case.
1. Delete the vendor invoice.
If the vendor invoice was in error, or is no longer going to be paid, then you will need to unapply the original payment and void the payment from the vendor invoice. Then you can delete the vendor invoice and choose a single account for both payments to post to, in order to wash each other out.
2. Create a credit memo vendor invoice.
If you partially paid off the vendor invoice, you can no longer unpost the original payment & vendor invoice. Then you will need to create another vendor invoice, but with a negative amount, which converts it to a credit memo. The easiest way to do this would be to open the vendor invoice, click on More > Copy, then change the value of each line to a negative amount.