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 in your finance settings. If the payment is within the window, a Delete button will appear instead. For auditing purposes, best practice is to void rather than delete. See Configure Finance Defaults 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.
Void a Payment
- Navigate to the desired contact's record and select the Billing tab.
- In the Billing History section, click the hyperlink for the payment you wish to void.
- Click the Void button.
- 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 in your finance settings to enforce voiding as the only available action, which preserves the audit trail.