Void a Check Payment

How to Void an Accounts Payable Check Payment

Payments can be voided using the Checks and Payments form by clicking the VOID button on the form toolbar.  When voided, the system creates a new document of the Voided Payment type, which includes a negative amount in the Payment Amount field to reverse the original transaction across all affected accounts.  Once this voided document is posted, all original entries made to the general ledger will be reversed accordingly.

Navigation:  Payables > Transactions > Checks and Payments

1. Locate the Check Payment.
   • Use the Checks and Payments form.  A list of payments will populate automatically, if needed the Quick Search box can be used to filter the list. In the Reference Nbr. field, click the link corresponding to open the payment that is to be voided.

2. Review the Payment Status.
   • Ensure the payment status displays Closed. On the Application History tab, identify the Accounts Payable Bill (Invoice) that was paid. 📌 Make a note of the invoice for reference. 
3. Void the Payment.
   • Click VOID on the form toolbar. The system will:
     • Fully reverse the payment application.
     • Change the original payment document status to Voided.
     • Create a new Voided Payment document using the same reference number. This new document is used for the remaining steps of this procedure.

4. Update the Application Date (if needed).
   • In the Application Date field, update the date if necessary.  The date specified in this field should reflect the date when the voided payment is released and when the related batch was created.
5. Release the Voided Payment.
   • Click Release on the form toolbar to proceed with releasing the voided payment.

6. Verify the Voided Payment.
   • The Voided Check should now display a Closed status.
   • Navigate to the Application History tab.
   • Click the Batch Number to review the reversal of the original payment.
   • Click the Reference Nbr. for the Accounts Payable Bill.  It should now be marked as Open and available to be paid again.

The following diagram illustrates the workflow of payment voiding: