35 Void Automatic Payments

This chapter contains this topic:

35.1 Voiding Automatic Payments

Navigation

From Accounts Payable (G04), choose Automatic Payment Processing

From Automatic Payment Processing (G0413), choose Void Payment Entry

After you update payments, you can void unposted and posted payments. When you void payments, the system creates reversing entries.

When you display a payment, the system shows the status of the payment:

  • Blank. If there is no status, the payment has not been posted or voided. The system deletes the payment if you void it.

  • Posted. If a payment has been posted, you can void it.

  • Voided. If a payment has been voided, you cannot void it again.

Optionally, you can void the vouchers that are associated with a payment. When you void vouchers, the system:

  • Voids posted vouchers, if there are no other payments against the voucher

  • Deletes unposted vouchers

You can:

  • Void a payment

  • Void a voucher

  • Void a batch of payments

35.1.1 What Happens When You Void Payments and Vouchers?

When you void a payment, the system:

  • Creates a matching document with a document type of PO (voided payment) in the A/P Matching Document Detail table (F0414). This matching document has a gross amount equal to the void amount and a pay status of P (paid).

  • Reopens the original voucher with an open amount and a pay status of A (approved).

When you void a voucher that is associated with a payment, the system:

  • Creates an adjustment document with a document type of PE (change to voucher amount) in the A/P Ledger table (F0411). This adjustment document has a gross amount equal to the void amount and a pay status of P (paid).

  • Blanks out the gross amount on the original voucher record in the F0411.

When you void posted payments or vouchers, the system reopens the original batch. You must repost the batch to:

  • Debit the cash account and credit the A/P liability account for voided payments

  • Debit the A/P liability account and credit the G/L distribution account for voided vouchers

To void a payment

On Void Payment Entry

Figure 35-1 Void Payment Entry screen

Description of Figure 35-1 follows
Description of "Figure 35-1 Void Payment Entry screen"

  1. Locate the payment to void by completing the following fields:

    • Supplier Number

    • Payment Number (optional)

    • G/L Bank Account (optional)

    • Payment-G/L Date (optional)

  2. To void a posted payment in a different period, change the following field:

    • Payment-G/L Date

  3. Use the Delete action.

  4. Confirm the void.

To void a voucher at the same time you void a payment

On Void Payment Entry

  1. Locate the payment to void.

  2. Do one of the following:

    • To void a voucher associated with a payment, change the action code to D, enter 9 in the OP (Option) field and click Delete.

    • To void all vouchers associated with a payment, choose Select All Vouchers and press Enter.

  3. Confirm the void.

35.1.2 What You Should Know About

Topic Description
Multi-Currency When you void payments with multiple currencies, the system voids both the domestic and foreign sides of the payment.
Payment G/L Date You can set a processing option to use the current date as the default Payment G/L Date if the field is left blank when you void the payment. The original G/L Date appears as a display-only field.
Voiding vouchers When you void vouchers, if you do not enter 9 in the Option field, the system does not void the voucher. You cannot use this form to void the voucher. You must use standard voucher entry.
Deleting unposted payments A processing option in the Accounts Payable Payment functional server (XT0413) allows you to delete unposted payments instead of reversing them.

35.1.3 Voiding a Batch of Payments

Navigation

From Accounts Payable (G04), enter 27

From A/P Advanced and Technical Operations (G0431), choose A/P Payments Batch - Void/Delete

Using A/P Payments - Batch Delete/Void (P04503), you can delete or void an entire batch of payments.

If there were problems during the printing or processing of payments and you have already updated the payment batch, you can delete or void an entire batch of payments. The A/P Payments - Batch Delete/Void (P04503) program voids or deletes payments based on the payments' post status. If the payment batch is not posted to the G/L, the program deletes the corresponding records from the A/P Matching Document Header (F0413) and A/P Matching Document Detail (F0414) files. The corresponding batch header is deleted from the Batch Header file (F0011).

If the payment batch has posted to the G/L, the records are processed as voids in the F0413, F0414, and F0011 tables. During the void process, the A/P Matching Document Header file (F0413) records will have the Void G/L Date (VDGJ) updated based on the Void G/L Date processing option set in P04503, the Payment Post Status (ISTP) is updated to blank, and the Payment Amount (PAAP) is cleared. The A/P Matching Document Detail file (F0414) will have new unposted void records created. In the Batch Header file (F0011), the corresponding batch header status is updated with pending or approved status, based on the setting for Management Approval in the A/P Constant file (F0009). You will need to post the void payment transactions to the G/L.

To void a payment batch

From A/P Payments - Void/Delete, P04503.

  1. Set the processing options for:

    • Proof or Final mode

    • Batch number to be voided/deleted

    • Void G/L date to be used

    • Print payment detail (optional)

    • Version of the Payment Functional Server to be called (optional)

    Note:

    There is no recovery from Final mode. It is recommended to run the Batch Void/Delete in proof mode choosing to print payment detail to confirm the desired results.

    It is highly recommended that you print the payment detail if you are deleting an entire batch. There will be no audit trail other than the report for deleted transactions.