Not all Invoices are perfect. Sometimes an invoice will need to be paid again, or sometimes an invoice should never had been paid at all. In this article, we'll discuss voiding both a Payment Only, and a Payment with the accompanying invoice.
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Voiding a Payment ONLY
Sometimes an invoice payment needs to be reissued due to the check getting lost, or the ACH failing. In this case, since the invoice still needs to be paid, the original payment needs to be voided. To do this, navigate to the Accounting > Bank Register screen. Select the correct association and bank account. Next, find the payment you are looking to void. Click the Void button next to the payment that needs to be voided. If you do not see the Void button, please contact your Super User team regarding permissions.
This will open the Void Item window as shown below.
Enter the void date, and a comment. The comment may be "Reissuing Check" or "Resending ACH." Do not click the Void Invoice button. Once you have entered the relevant information, click Update. Clicking update will put the invoice XN back in the Ready for Payment step to be processed again by the AP team.
Voiding an Invoice Action Item
If an invoice has not yet been paid, the invoice can be voided by moving it to the Void step. This can be done by declining the invoice from the Accounting > Pay Invoices screen.. Decline the invoice action item from by clicking the Decline button in the hamburger menu on the specific invoice.
This will open the Change Step window. The Next Step should be Void as shown below. If it is not, click the dropdown menu to select the Void step.
Click Update or Update and Select to save your changes. This will move the invoice action item to the Void step, which is a closing step.
If you have already paid the invoice and need to void both the invoice action item and the payment, follow the steps below. This is done when you will not need to issue a new payment on the invoice, and the invoice should not have been paid.
To void an invoice action item and the invoice payment, navigate to the Accounting > Bank Register screen. Select the appropriate association, date range, and bank account. Click Void next to the invoice payment to be voided.
This will open the void item window as shown below. Use the Void Date field to select the void date. Use the comment box to write the reason for voiding this invoice XN and payment. This can be something along the lines of "Duplicate Invoice." Check the Void Invoice box indicated below. To void both the invoice action item and the payment, you must check the Void Invoice box.
Click Update to save your changes. This will void the payment and move the invoice XN to the Void step.