Accounts Receivable > Invoice Payments > Void Payment

To void a customer payment, perform the following steps:

1.Access the Void Payment function from the Payment group under the Maintenance menu of the Accounts Receivable module.

2.In the Customer # field, enter the number of the customer for whom you want to void the applied payment. You may also click the Lookup button to display in a drop-down list available customer numbers; then, click on a customer number to select.

3.Enter in the Receipt # field, the payment receipt number that you wish to void. Alternatively, you may click the List box button to display in a list the customer's payment transactions; then, click the receipt # to select. Once a valid receipt # is entered in this field, the information pertaining to the applied payment transaction that you have chosen is displayed in the Payment Details area. The sales invoices and advance bill details are displayed in the Paid AR Invoices/Advance Billings grid.

Notes:

•No information for open credit transactions will be displayed in the grid.

•The Receipt # drop-down list will display, for selection, all payments made by a parent account regardless of whether these payments were applied to the parent’s invoices or those of its subsidiaries.

4.In the Void Date field, enter the date that you want the system to record this void payment transaction. The default date in this field is the current system date. You may enter another date in this field as long as it is NOT earlier than the receipt date.

5.Review the information displayed in the Payment Details area and Paid AR Invoices/Advance Billings grid. When you are ready to void this transaction, click the Void button in the function toolbar.

6.When you click the Void button, the following messages may appear depending upon the conditions of the invoice:

•If the date entered in the Void Date field is different from the payment date, a message will display if you want to proceed? Click Yes if you want to continue with the voiding process; otherwise, click No.

•If the receipt # is not part of an AR bank deposit and the Pay code is not ACH pay type, a message will display asking whether the payment was returned by the bank due to insufficient funds? Click either Yes or No to proceed.

•A message will display asking for confirmation if you want to proceed with voiding the selected invoice. Click Yes to proceed; otherwise, click No.

Depending on your answer to this question, the following are your options on how to proceed:

•If this payment turns out to be a returned check that has been verified using the Verify Bank Deposit function/Reconcile Bank Account function, choose the Yes button to void the payment.

•If the payment has actually been deposited but you have not yet recorded its bank deposit transaction, select the Yes button. The system will further ask you whether to continue with the voiding, select the Yes button to void the payment.

•If you erroneously applied a payment to the invoice and no deposit has been recorded for this payment, choose the No button. The system will further ask you whether to continue with the voiding, select the Yes button to void the payment.

•If the payment has been recorded as deposited but has not yet reached the bank, you must void the recorded deposit before you can proceed to void this payment.

Void Applied Payment

Void Applied Payment

See Also