Understanding How to Delete and Void Manual Payments

Use the Void Payment Entry program to remove a manual payment with voucher match or a manual payment without voucher match from the system. To remove a payment from the system, you can either void or delete the payment. Voiding a payment provides an audit trail for you, while deleting a payment does not.

If the manual payment is posted, you can only void the payment. When you void the posted manual payment, the system:

• Reopens the payment batch by changing the batch status back to approved so that you can post the reversing entries.

• Reopens the vouchers associated with the payment by changing the pay status back to A and populating the open amount field with the original open amount.

If the manual payment is unposted, you can either void or delete the payment. However, if you prefer to have an audit trail of all manual payments, you can prohibit the deletion of unposted payments by using the Delete Unposted Manual Payments processing option for the Payment With Voucher Match program. If you enter 1 for this processing option, the system enables you to delete unposted payments. If you leave this processing option blank, the system generates an error if you attempt to delete an unposted manual payment.

If you void an unposted manual payment, the system:

• Creates both the entries for the payment and the reversing entries for the void when you post the payment.

• Reopens the vouchers associated with the payment by changing the pay status back to A and completing the open amount field with the original open amount.

If you delete an unposted manual payment, the system:

• Deletes the payment records from the system completely.

• Reopens the vouchers associated with the payment by changing the pay status back to A and completing the open amount field with the original open amount.