Void Payment
The Void Payment page allows authorized users to specify how voided payment transactions should be resolved. You can specify the void date of the item and instruct the system how to process the source information associated with the voided item.
To void a payment that has already posted, follow the steps below:
- Go to Financial Management > Payment Processing > Void Payments.
- Select a Bank Account associated with the payment you want to void. Users must be granted access to the account in User-Based Security.
- Click a Number hyperlink in the list to edit or view an existing void payment. Continue with Step 4 if you are editing an existing void payment. (To add a void payment click New. See Add Voided Payment for more information.)
- Based on the transaction source, the information displayed and the allowable actions change. (See the Void Payment Source Processing table below for more information.) If the process type is Reissue, you must provide also remittance information. Regardless of the transaction source, the command buttons and behavior are consistent.
- In Void Date select or enter the date on which the original transaction should show as voided, reissued, spoiled, stopped, or remove stopped.
- In Reason, optionally select a reason why the payment is voided. These values are defined in Validation Set 329. Press CTRL and click the field to open the Validation Set Values List dialog box where you can add or edit a validation set.
- Remittance is enabled if the Process Status is Reissue. Select the remittance address to use for the reissued check.
- Select the Action to take when the item is posted.
- Click Save. Additional fields on the page provide more information about the void payment.
Void Payment Source Processing
The table below describes the type of transactions impacted by the voiding of a payment. Allowable Actions are dependent upon the transaction type as well as the source.
| Source | Transaction Type | Allowable Actions |
|---|---|---|
| Accounts Payable | Standard (Direct) AP Invoice | Re-establish Invoice |
| Void Invoice | ||
| A/P Invoice with Purchase Order | Re-establish Invoice | |
| Void Invoice and Re-establish Purchase Order Request Transactions | ||
| Void Invoice and Do Not Re-establish Purchase Order Request Transactions | ||
| H/R Disbursement | Void Invoice and Re-establish H/R Disbursement Transactions | |
| Void Invoice and Cancel H/R Disbursement Transactions | ||
| Payroll | Employee Payroll | Void Payroll Payment |
| Miscellaneous Billing | Refund Undesignated Balance | Void Refund |
| Community Development - Licensing | License Refund | Void Refund |
| Utility Management | Utility Management Refund | Void Refund and Re-establish Credit |
Delete a Void Payment Record
To delete a void payment record click Delete.