Void AP Payments

Overview

This article explains the process to be undertaken to void an AP payment. The AP payment is voided and the associated AP invoices that were paid, are updated to reflect them as unpaid/outstanding. The Void AP payment applies to AP payments processed via the Payment Selection process.

Navigation

Accounts Payable > Void AP Payments

Process

Select Bank Account:  Select the Bank Account Number from the picklist of Bank Card Accounts. Once selected, the following information is displayed for the selected Bank Account:

Fields
 

Company:  The Company associated with the selected Bank Account.

Bank Account Number:  The Bank account number for the selected Bank Account.

Institution:  The name of the Banking institution associated with the Bank Account selected.

Amount (Bank Account Currency):  The account balance expressed in the Bank Account Currency.

Amount (Home Currency):  The account balance expressed in the Home Currency.

Last Check Number:  If the bank account is a checking account, the last check number used. If the account is not a checking account, the default is '0'.

Associated GL Account:  The GL account associated with the selected Bank Account.

Bank Account Name:  The name of the Bank Account as defined by the user in the Bank Account setup program.

Description:  The description of the Bank Account as defined by the user in the Bank Account setup program.

Bank Currency:  The primary currency for the selected Bank Account.

Home Currency:  The Home currency of the Company which is associated with the selected Bank Account.

Changing Bank Account
 

• To select a different Bank Account, click on the Change Bank Account button

• Select the Bank Account Number from the picklist of Bank Card Accounts

• Follow the query & processing process described below.

Query Filter Section
 

• The transactions to be displayed can be filtered by Date or Check Number:

  • To filter by date, use the date fields in the Date Range filter pane.

    • From Transaction Date: This is the start date of the range of dates to be displayed

    • Through Transaction Date: This is the end date of the range of dates to be displayed

    • Click on the Search button to display the transactions.

  • To filter by Check Number, use the Check Number fields in the Check Number filter pane.

    • Single Check Number: When searching for a single check number, enter the check number in this field.

    • When searching for a range of check numbers, enter the relevant check numbers in the following fields:

      • Starting Check Number: This is the first check number in the sequence of checks to be queried & displayed.

      • Ending Check Number: This is the last / ending check number in the sequence of checks to be queried & displayed.

      • Click on the Search button to display the transactions.

Transactions Section

The filtered transactions will be displayed in this Transactions Section.

Fields
 

  NOTE  The Transaction Date value defaults as mentioned below:

• If the user sets it to today's date, it will default to that date when the user next logs in to the page. OR

• If the user sets it to any other date, it will be blank when the user next logs in.

• If the user logs in to the page for the first time, it will be blank.

• All Transactions

• AP Check

• Bank Card

• AP Cash Payment

• AP EFT Payment (General)

• Date

• Transaction Type

• Amount

If the user needs to change the Query, click the Query Bank Transactions button to return to the Query Filter section for updating the query values.

Voiding a transaction

• Select a single or multiple transaction(s) by checking the 'Select' box on the line for the transaction(s) that is/are to be voided.

• The transactions can be voided in two ways:

  • Click the Void Payment button. Once the transaction has been processed as voided, notice the "Voided Check" field will be checked. And to complete the posting of the voided payment, click on the Record/Update Transaction button.

  • Click the Void and Update Selected button to void the transaction and complete the posting of the transaction at once.

• When complete, click on the Quit button.

SEE ALSO
 

Voiding of Bank Card Transactions
Payment Selection