Top
Top
  1. Workamajig
  2. Roles
  3. Purchasing
  4. In-Depth Guides for Purchasing
  5. Payments

Menu

    Articles in this section

    Void a payment [in-depth guide]

    Guide contents: Void a payment | If the check has been printed | The check has NOT been printed | Close vendor invoice | Resources

    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

    void_original.png

    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

    void_unpost.png

    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

    void_payments.png

    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.

    void_removeconnect.gif

    When finished editing, reconnect invoice to payment > Post

    void_reconnectvoucher.gif

    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.

    1. 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.
    2. After disconnecting the vendor invoice > Post the payment
    3. Click ...More > VOID
    4. 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 

    1. Click Checks to print
    2. Click on the payment to open
    3. click ...More > Delete > Agree to the delete.
    void_deletepayment.gif

    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.

    Resources

    Payments overview [in-depth guide]

    Vendor invoices overview [in-depth guide]

    Related articles