Voiding Payments

If a payment was posted against a Sales or Purchase Order in error, Deacom provides the option to void the transaction. Users can then re-process the payment with the correct details directly after voiding or at a later time.

Configuration

The only way to void a payment is if a payment has been posted against an order. This does not mean that a shipment has to have occurred, since pre-payments are an option in Deacom. Payments against both Sales and Purchase Orders can be voided by using different reports in Accounting Reporting. For information on posting payments against orders, refer to the Processing Accounts Payable and Receiving Payment for Sales Orders Best Practice pages.

Process

  1. Navigate to Accounting > Accounting Reporting.
    • Voiding must be done on Summary reports, rather than Detail reports, since voiding will be done for the entire payment and not on a portion used to pay for one order. While the "Void Transaction" button may be visible on other reports, it will be grayed out and therefore unavailable for use.
  2. Select a report type of "Cash Receipts Summary" to void a Sales Order payment or "Cash Disbursement Summary" to void a Purchase Order payment.
  3. Enter any additional desired filters then click "View".
  4. Locate and highlight the transaction to void then click "Void Transaction".
    • Note: For Cash Disbursement Summary only, the user will have access to the "Void All" button, allowing them to void all checks in the report at once. This requires the security permission "Accounting -- void multiple checks".
  5. In the Void Transaction form, select the appropriate Void date (which defaults to the Transaction date listed on the Accounting report) and enter Notes, if desired. It is a best practice to set the void date to something in the current month so that Financial Statements are not affected.
  6. Once all information is entered, click "Void". This will post the void transaction to the GL.

Voiding Credit Card Transactions

The processing for voiding credit card transactions is exactly the same as the steps indicated in the section above. When the "Void Transaction" button is used, the Deacom software contacts the payment gateway (PayFlow Pro, NetEPay, or Payment WorkSuite) to void the payment. At this point, Deacom will indicate the void in the Cash Receipts Report and create the balancing journal entries. These entries may be seen via the "Payments" button on the Sales Order header. This button can be used to void credit card authorizations, captures, and settlements.

  • Note: If the payment has already been settled by the credit card company, then voiding the payment in Deacom will result in a credit being issued to the cardholder.