Voiding payments

You can use Manual Forms Reservation (AP81.1) to void payment forms that were never issued; for example, a damaged payment form. Select the Void form action to void the payment forms.

You can reconcile, void, or stop payments, or reopen bank transactions that have completed the cash payment cycle. If a payment gets lost in the mail, is issued in error, or is no longer valid for any reason, then you can void or stop payment on the check. You can reinstate the invoice to reverse General Ledger payment entries and then create a new payment for the reinstated invoice, or cancel it. Use this procedure to void a payment.

  1. Access Bank Transaction Adjustment (CB80.1).
    Note: Use this program to void a payment for a given cash code after it was closed on Payment Closing (AP170) or to void Released EFT Transactions created in EFT/CC Extract Entry (CB45).

    Use these guidelines to void a payment:

    Cash Code / Transaction Code

    Select the cash code and transaction code that you want to display bank transactions for.

    Bank Statement

    If you are voiding a payment, then leave this field blank.

    Note: If you are reconciling a transaction, then specify a bank statement number only if one is required for the cash code. You can define this requirement on Bank Statement (CB06.1).
    Line Action

    Select Void, and then select the Change form action to void a payment. You can also reconcile, open, or stop payment for a transaction on this form.

    Date

    (Optional) You can enter the void date. If you leave this field blank, then the application date is used as the default setting.

    Note: The void date is used by Invoice Reinstatement (AP190) to post reversing entries to the General Ledger.
  2. If you reconcile a transaction and the reconciled amount is different from the transaction amount, then click Rec to open the Reconciliation Amount form. You can use this form to type the reconciliation amount of the transaction. See Reconciling transactions.
  3. To mark a payment tape record as rejected by the bank, click Rej. Use these guidelines to specify the field values on Tape Payment Rejection (CB85.1).
    Reject Date

    Specify the date the detail tape payment record was rejected by the bank. The reject date is used for posting a reversing entry to the General Ledger.

    Line Action

    Select Reject next to the payment record that was rejected by the bank; then select the Change form action.

  4. Use Invoice Reinstatement (AP190) to reinstate invoices associated with voided payments. This program creates reversing 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 transaction prior to running Invoice Reinstatement (AP190). After you run AP190, you can no longer re-open the payment transaction.

    Use these guidelines to reinstate invoices:

    Pay Group

    Select a valid pay group.

    Cash Code

    (Optional) To reinstate invoices associated with a specific cash code, select a valid cash code.

    Payment Number

    (Optional) To reinstate invoices associated with a specific payment number, specify the payment number.

    Payment Code

    (Optional) To reinstate invoices associated with a specific payment code, select a valid cash or bills of exchange payment transaction code.

  5. If you do not want to reissue a payment or if you want to re-enter the invoice with changes, use Invoice Cancel (AP30.4) to cancel the reinstated invoice.
    Note: You cannot change the company, vendor, invoice number, invoice type, invoice amount, or currency for a released invoice. If one of these items requires a change, then you must cancel the invoice and re-enter a new one on Invoice Entry (AP20.1). See the Accounts Payable User Guide.
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