Voiding payments

You can void payments that have made it all the way through the cash payment cycle. You reinstate the invoice to reverse the general ledger payment entries, and then you create a new payment for the reinstated invoice or cancel it. For example, if a vendor never received payment or if you keyed an invoice to the incorrect vendor, you would probably want to reissue a payment using the same invoice. Use this procedure to void payments (or stop payments).

Void a payment (or stop payments)

Use Bank Transaction Adjustment (CB80.1) to void a payment.
Specify this information:
Bank Statement

Specify a reconciliation statement number only if one is required for the cash code. You define this requirement in Cash Code (CB00.2).

Line Action
Select Void, and then select the Change form action to void a payment. The line actions available are:
- Reconcile
- Stop Payment
- Stale Dated
- Void
- Open
- Escheated
Reconciliation or Void Date

You can specify the void date to be used by Invoice Reinstatement for posting reversing entries to general ledger. If left blank, the system date defaults.

Status

This display field indicates the status of a transaction. A transaction can be Open, Void, Stop Payment, Reconciled, Stale Dated, or Escheated.
Use Invoice Reinstatement (AP190) to reinstate invoices associated with voided payments. This program reverses general ledger payment entries including cash, discount, income withholding, and liability accounts.

You can select the Open line action on Bank Transaction Adjustment (CB80.1) to re-open a voided or stop payment transaction before running Invoice Reinstatement (AP190). After running AP190, you can no longer re-open the payment transaction.
If you do not want to reissue a payment or if you want to respecify the invoice with changes, use Invoice Cancel (AP30.4) to cancel the reinstated invoice.

Remember that you cannot change the company, vendor, invoice number, invoice type, invoice amount, handling code, or currency for a released invoice. If one of these items requires a change, you must cancel the invoice and respecify a new one.