Void a Payment and/or Invoice

Vantaca provides management companies with flexible options for handling payment and invoice corrections through the voiding process. Use this feature when invoices need to be reprocessed due to payment issues or when invoices should not have been processed at all.

If you are working with invoices and payments for the first time, make sure you have the appropriate permissions. Contact your administrator if you do not see the Void button in the Bank Register.

Important: Voiding actions are permanent and affect accounting records. Ensure you understand the difference between voiding a payment only (for reprocessing) versus voiding both payment and invoice (for cancellation).

Contents

• Void Payment Only
• Void Invoice Action Items
• Unpaid Invoices
• Paid Invoices
• Troubleshooting

Void Payment Only

Use this process when an invoice payment needs to be reissued due to issues such as lost checks or failed ACH transactions. The invoice still requires payment, so void only the original payment to allow reprocessing.

To void a payment only:

1. Navigate to Accounting > Bank Register.
2. Select the appropriate association (1), bank account (2), and date range (3).
   
   
    
3. Locate the payment you want to void and click Void next to it. If you do not see this button, contact your administrator regarding permissions.
   The Void Item screen displays.
   Note for Avid Users: When you click Void on an invoice paid via the Avid pay type, a confirmation message displays.  Click confirm to proceed with the void, or cancel. Make sure to complete the corresponding void in Avid to keep records in sync.
   Note for Strongroom Users: If you use the full Strongroom integration without the Enable Payments option enabled in your Strongroom interface settings, the Void button is hidden for Strongroom payments. All voids for Strongroom invoices must be performed in the Strongroom system.
   
   
    
4. Provide the following information:
   • Void Date: Select the date for the void transaction.
   • Comment: Enter a reason for voiding (e.g., Reissuing Check or Resending ACH).
5. Click Update.
   The invoice XN returns to the Ready for Payment step for reprocessing by the AP team.

Void Invoice Action Items

You can void both:

• Unpaid invoices
• Payments and the invoice action item

Unpaid Invoices

If an invoice has not been paid, you can void it by moving it to the Void step.

To void an unpaid invoice:

1. Navigate to Accounting > Pay Invoices.
   The Pay Invoices screen displays.
   
   
    
2. Locate the invoice you want to void.
3. Click the Hamburger menu next to it and select Decline.
   The Change Step screen opens.
   
   
    
4. Verify that the Next Step shows Void or select it from the dropdown menu.
5. Click Update.
   The invoice action item moves to the Void step, which is a closing step.

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Paid Invoices

Use this process when you need to void both the invoice action item and the payment. This typically occurs when an invoice should not have been paid at all.

To void both a paid invoice and its payment:

1. Navigate to Accounting > Bank Register.
2. Select the appropriate association (1), bank account (2), and date range (3).
   
   
    
3. Click Void next to the invoice payment you want to void.
   The Void Item screen displays.
   
   
    
4. Provide the following information:
   • Void Date: Select the appropriate date for the void transaction.
   • Comment: Enter the reason for voiding (e.g., Duplicate Invoice).
   • Void Invoice: Select to void both the payment and invoice action item.
     Important: You must select the Void Invoice checkbox to void both the invoice action item and the payment.
5. Click Update to save your changes.
   This process voids the payment and moves the invoice XN to the Void step.

Troubleshooting

Q: I don't see the Void button in the Bank Register. What should I do?

A: Contact your administrator to verify that you have the appropriate permissions to void payments and invoices.

Q: What's the difference between voiding a payment only versus voiding both payment and invoice?

A: Void the payment only when the invoice still needs to be paid but the original payment had issues (lost check, failed ACH). Void both the payment and invoice when the invoice should not have been processed at all (duplicate invoice, incorrect charge).

Q: Can I undo a voided payment or invoice?

A: Voiding actions are permanent in the accounting records. If you void an item incorrectly, you will need to create a new invoice or payment as appropriate.

Q: What happens to the invoice after I void just the payment?

A: The invoice XN returns to the Ready for Payment step, allowing the AP team to reprocess the payment.

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