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Void a Payment

Updated
The Goal: Void a payment on a contact’s record to reverse it while maintaining a complete audit trail, when the payment falls outside the deletion window.

Before You Begin:

  • The Void button will only appear if the payment date is outside the Allow Deletion for (days) window set on the General Billing Settings page under Finance > Administrative > Billing Settings. If the payment is within the window, a Delete button will appear instead — see Delete a Payment. For auditing purposes, best practice is to void rather than delete. See Configure Default Finance Settings for details.
  • The Void option is not available if the payment has already been applied to an invoice. You must first unapply the payment before voiding.
  • If a payment has been deposited or was made by credit card, you will not be able to void it. In these cases, you may need to create a refund to reverse the payment.

Step-by-Step Instructions

Void a Payment

  1. Navigate to the desired contact’s record and select the Billing tab.
  2. On the Billing tab, click the Reference Number hyperlink for the payment you wish to void.
    Contact record, Billing tab, with the Reference Number hyperlink on a payment row boxed.
  3. Click the Void button.
    Edit Payment panel with the Void button boxed
  4. Click OK to confirm.

Common Pitfalls

  • Void Not Available — Payment Is Applied: You must unapply the payment from any invoices before the Void option becomes available.
  • Deposited or Credit Card Payments Cannot Be Voided: For deposited payments or credit card payments, void is not an option. Use the refund process instead to reverse the transaction.
  • Delete Appears Instead of Void: This indicates the payment falls within the deletion window. Configure Allow Deletion for (days) to 0 on the General Billing Settings page under Finance > Administrative > Billing Settings to enforce voiding as the only available action, which preserves the audit trail.

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