When you void a payment, Payables automatically reverses the accounting and payment records so your general ledger will have the correct information, and so the status of the paid invoices is reset to Unpaid. Payables also reverses any realized gains or losses on foreign currency invoices recorded as paid by the payment.
When you void a payment, you can select the action you want Payables to take on the invoices paid by the void payment. You can choose to place the invoices on hold, cancel the invoices, or do nothing with the invoices, leaving them available for payment.
If you enable the Allow Interest Invoices option for a supplier site, Payables automatically reverses all related interest invoices when you void a past-due payment for the supplier site.
If you withhold taxes at payment time and you void a payment that paid an invoice with an associated withholding tax invoice, then Payables will automatically create an invoice for the tax authority supplier to offset the amount of the withholding tax invoice. You determine when you withhold taxes by the Apply Withholding Tax option you select in the Payables Options window.
Attention: Since you cannot reverse a void on a void payment, you should have the payment you want to void in your possession or proof that it has been destroyed before you record it as void. You may also want to review the invoices paid by that payment before you void it, to make sure that you are voiding the correct payment. You can review these invoices in the Invoice Workbench.
Call your bank to initiate a stop payment if the payment has been sent to an employee or supplier. Wait until you get confirmation of the stop payment before you void the payment in Payables. (optional but recommended)
To void a payment document:
1. Find the payment online, and from the Payments window select the payment and choose the Actions button.
2. In the Payment Actions window select Void. Review and optionally change the void Date and the GL Date you want Payables to use for the accounting distributions.
- If you want to change to Unpaid the status of the related invoices, select None for the Invoice Action. The invoices will be available for payment on new payment document. Choose OK to have Payables void the payment document.
- If you want to cancel all related invoices and reset their Amounts to zero, select Cancel for the Invoice Action. Choose OK to have Payables void the payment document and cancel the related invoices.
Voiding and Reissuing Payments
You can void a payment document and automatically reissue payment of the same invoices. For example, your supplier may tell you that they never received a check. You can void the original payment and reissue a new Quick payment.
Enable the Allow Void and Reissue Payables option.
To void and reissue a payment:
1. Load and properly align your payment document in the printer.
2. Find the payment online, and from the Payments window select the payment and choose Actions.
3. In the Payment Actions window select Reissue. Enter the Payment Date, confirm the New Check Number and optionally record a Voucher Number. Payables automatically selects Void for you. Review and optionally update the void dates.
4. Choose OK to have Payables void the selected payment and create a new payment document to pay the invoices.
VOID PAYMENT RESTRICTIONS:
INVOICES PAID BY ANOTHER PAYMENT: When you void a payment, you cannot cancel a related invoice if it was partially paid by a second payment. Instead, when you choose Cancel Invoice, the system applies an "Invoice Cancel" hold to the invoice for your reference. You can release the hold manually in the Invoice Holds window.
CANCELLING ASSOCIATED INVOICES. If you attempt to cancel an invoice that has been partially paid by another payment by using the Cancel Invoice Action, instead of cancelling the invoice, Payables applies an Invoice Cancel hold to the invoice. This hold is manually releasable.
CLEARED PAYMENTS: You cannot void a payment that the bank has already cleared.
PREPAYMENTS: You cannot void payment on a payment document that pays a prepayment that you have applied to an invoice. You must first unapply any prepayments, and then you can void the payment.