Voiding an Owner Refund

Summary: This article explains how to void a refunded payment to a homeowner, and what happens on the GL and homeowner ledger when you do.

While rare, it may sometimes be necessary to void a refunded payment to a homeowner. What you do next depends on why you're voiding it.

If the check needs to be reissued (for example, it was lost or an ACH payment failed), void the payment only. Do not select Void Invoice. The refund invoice stays open on the Ready for Payment step so you can reissue the same refund, and the homeowner's ledger is not affected.

If the refund should not have been paid at all, void the payment and select Void Invoice. Voiding the refund invoice automatically reverses the refund on the homeowner's ledger: it reverses the debit and credit GL accounts, posts a new ledger entry labeled "Refund Reversal," creates a void reallocation record, and adds a note to the homeowner's account documenting the void. No manual charge adjustment is needed.

To void the refund

1. Navigate to Accounting > Bank Register.
2. Select the association, bank account, and date range, then locate the refund payment.
3. Click Void next to the payment.
   The Void Item screen displays.
4. Enter a Void Date and Comment.
5. Select Void Invoice only if the refund should not have been paid at all.
   Leave it unselected to reissue the same refund.
6. Click Update.

Note: For the general mechanics of voiding payments and invoices in the Bank Register, see the "Void (Delete/Cancel) a Payment and/or Invoice" article.

Alternative: Permanently Deleting the Refund

If the refund should never have been created and needs to go away entirely, rather than show as a reversal, it is possible (if your permissions allow) to delete the refund from Homeowners > Homeowner Profile > Ledger > Audit. This is often less desirable, as deleting from the Audit tab makes it look as if the item never happened at all, rather than a reversal.