Void a posted payment in Accounts Payable

To remove or change a completed payment, void the payment from the Posted payments page. Voiding the payment reverses its effect on the General Ledger and adds a balancing transaction to the Posted payments list. You can void a completed payment provided the payment is in an open period.

When you void the payment, you have the option to reverse associated bills at the same time, with some exceptions. If you do not reverse the bills, they are available to select for payment again.

Void and reversal actions cannot be edited or undone.

Want to void a payment that has not been posted? For payments that you paid but did not yet confirm, such as printed checks or generated bank files, learn how to void an unconfirmed payment. For payment requests that you haven't paid at all, such as checks you have not printed, learn how to Cancel a payment request (Deselect bills to pay).

Void a posted payment

Subscription

Accounts Payable
User type

Business
Permissions

Posted payments: List, View, Void
  1. Go to Accounts Payable > All > Payments > Posted payments.
  2. Find the payment that you want to void.
  3. Select More actions > Void at the end of the row.

    The Void payment date popup appears.

  4. In Void the payment on date, enter the date when the payment should be recorded as voided.

    Best practice: Reverse the payment on the same date you applied it so that you get the immediate net effect of zero for that transaction.

    After you select Submit, you cannot edit the void date.
  5. In Memo, describe the reason you are voiding the payment or provide reference information.
  6. To reverse the bill at the same time, select the Reverse checkbox in the lower portion of the page.
    If you reverse the bill, it will not be available for you to repay it. You will have to create a new bill.

    Often, you can reverse a bill at the same time that you void the payment. However, you cannot reverse a bill in the following situations:

    • When another payment was applied to the bill
    • When another credit was applied to the bill and has not been unapplied
    • When the bill originated from Purchasing
  7. Select Submit.
  1. Go to Accounts Payable > All > Payments > Posted payments.
  2. Find the payment that you want to void.
  3. Select Void next to the entry.

    The Void payment date popup appears.

  4. In Void the payment on date, enter the date when the payment should be recorded as voided.

    Best practice: Reverse the payment on the same date you applied it so that you get the immediate net effect of zero for that transaction.

    After you select Submit, you cannot edit the void date.
  5. In Memo, describe the reason you are voiding the payment or provide reference information.
  6. To reverse the bill at the same time, select the Reverse checkbox in the lower portion of the page.
    If you reverse the bill, it will not be available for you to repay it. You will have to create a new bill.

    Often, you can reverse a bill at the same time that you void the payment. However, you cannot reverse a bill in the following situations:

    • When another payment was applied to the bill
    • When another credit was applied to the bill and has not been unapplied
    • When the bill originated from Purchasing
  7. Select Submit.
  • Sage Intacct changes the status of the payment from Complete to Voided.
  • A negative-value balancing entry is added to Posted payments, also with a Payment status of Voided. This creates a net effect of zero.
  • Both transactions are given a Cleared status of (Void).
  • The bills in the payment are available to be paid again in Pay bills, unless you reversed them when you voided the payment.
  • Any credits that were applied as part of the payment are unapplied and are available for selection again in Pay bills.

After the payment is voided, you can no longer edit it.

Next steps after voiding a posted payment

After you void a payment, your next steps depend on the reason why you voided the transaction.

Resolving errors after voiding payment
Problem Resolution

Payment method or payment details were wrong

Bills associated with the payment that you did not reverse are available to select again for payment, on the Pay bills page.

Want to re-use check number from voided payment

Learn how to reissue a check with a new number.

Bill included errors

Edit the bill, provided it is in a Posted state.

If the bill is partially paid, you need to void other associated payments before you can edit the bill.

If you reversed the bill, create a new bill to replace it.

Bill was invalid

If you reversed the bill when voiding the payment, you are done. Otherwise, delete or reverse the bill on the Bills list.

Advance included errors

If you voided an advance payment due to errors, you need to create an advance to replace the one you voided.

If the advance was invalid, you don't need to do anything.

Need to start over with the bill

Recreate the bill.

Credits applied incorrectly

Any credits that you applied when making the payment are automatically unapplied after you void it. This applies to advances, debit memo adjustments, inline credits, and negative bills.

The credits are available to apply to other bills in Pay bills.