Void A Payment

Voiding a payment is used when a payment needs to be canceled or if during the Check Printing process there was a misprint. Voiding a payment creates a copy of the original payment but all the amounts are for the opposite amount. The void payment is linked to the same GL Accounts, Vendor Invoice, Class, Office, and Department as the original payment.  In order for the Void to affect your GL, void payment must be posted. You may adjust the posting date for the void to post it to the proper period.

NOTE: If you Void a Payment that is linked to a Vendor Invoice, then the Void also becomes linked to the Vendor Invoice. So if you want to delete the Vendor Invoice, you will need to unlink the original payment from Vendor invoice before you create the Void. Or else you will need to unlink both the Original Payment and the Void Payment from the Vendor Invoice in order to delete it.

1) From the original Posted Payment, click Void

The Void button is located in the top right corner of the Payment.

NOTE: This action will create an Unposted Void in the system. However, you will need to Post the Void in order for your financial reports to show this take effect. So either you will see the Void in your Post Transactions screen as part of your financial process, or continue onto Step 2 to locate and Post the Void.

2) Optional - In the Global Search box, enter the original check number.

To confirm, you should now see 2 entries: The original Payment and the Void Payment (Ex. 5421 and 5421 VOID).

3) Select the VOID entry.

4) Edit Check Date and Posting Date, if necessary

5) Post the Void

NOTE: The VOID is a negative entry that matches the original payment. So the original Payment will still be in the system.

If the payment was associated with a vendor invoice, the vendor invoice is now considered unpaid and will be available for selection in Select Invoices For Payment screen.