Troubleshoot void payments

To troubleshoot a missing void or reverse option, verify the following:

• You have the appropriate permissions.

  You need permissions in Accounts Payable to void posted payments and (optionally) posted advances. You need similar permissions in Expenses to void posted reimbursements and posted advances.

• You are in the same entity where the payment was made.

  For example, the void link does not appear for top-level payments when viewed from the entity level.

• You are voiding the payment in an open period.

  You cannot void a payment in a closed period. Instead, void the payment using a date that falls within the next open period.

  For example, you have a cheque dated 6/23/2021. You reconciled the cheque at the end of the next month on 6/30/2021 and closed the books on the same date. You can void the cheque using the date 7/1/2021 because this is a date that falls within an open period. You cannot void the cheque any earlier than this date without reopening the reconciliation and also reopening the period.

• The payment is not reconciled or matched for reconciliation.

Posted payments:

Go to Accounts Payable > All > Payments > Posted payments.

Unconfirmed or pending payments:

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

• When another payment was applied to the AP purchase invoice
• When another credit was applied to the AP purchase invoice and has not been unapplied
• When the AP purchase invoice originated from Purchasing

You might receive this message when you try to reverse an AP purchase invoice that has a state of Selected, meaning it is selected for payment. Before you can reverse the AP purchase invoice, cancel the pending payment.

1. Go to Accounts Payable > All > Payments > Payment requests.

2. Find the AP purchase invoice you want to reverse.

3. Select More actions > Cancel request at the end of the row.

4. Select OK to confirm the action.

5. Go to Accounts Payable > All > AP purchase invoices.

6. Find the bill you want to reverse.

7. Select More actions > Reverse at the end of the row.

1. Go to Accounts Payable > All > Payments > Payment requests.

2. Find the AP purchase invoice you want to reverse.
3. Select Cancel request.
4. Select OK to confirm the action.

5. Go to Accounts Payable > All > AP purchase invoices.

6. Find the bill you want to reverse.
7. Select Reverse next to the AP purchase invoice.

Sage Intacct issues a warning when you attempt to void a transaction that you previously reconciled.

If it is your policy never to void a reconciled transaction, select Cancel.

If you still want to void the transaction, select OK and then provide a void date that is within an unreconciled period. You cannot provide a void date within a reconciled period without reopening the reconciliation.

Void the payment using a date that falls within the next open period.

For example, say you have a cheque dated 6/23/2024. You reconcile the cheque on 6/31/2024 and close the books on the same date. Void the cheque using the date 7/1/2024 because this is a date that falls within an open period.

You can't void a payment any earlier than this date without reopening the reconciliation and reopening the period.

Once you void a payment, you cannot undo. If you voided or reversed the payment in error, you can correct it as follows.

If you did not reverse the corresponding AP purchase invoice at the time you voided the payment, pay the AP purchase invoice again. Record transfer as the Payment method.

If you reversed the AP purchase invoice, either record the payment as a manual payment or recreate the AP purchase invoice in Accounts Payable. Then, pay the bill again and select Record transfer as the Payment method.

Payments with the Payment method "Ex. G/L" are entries to record currency exchange gains or losses. Sage Intacct creates these entries automatically to handle currency exchange differences. You cannot edit, delete or void these payments.

Once you void a payment, you cannot edit it.

You cannot undo the reversal. Instead, create a new AP purchase invoice to replace the AP purchase invoice you reversed.

Did you print the cheque? You only need to void a cheque if it's already been printed.

In this case, cancel the payment request. Intacct removes the cheque from the Print cheques page and the AP purchase invoice becomes available again for payment on the Pay AP purchase invoices page. If you need to, you can edit the AP purchase invoice.

Pay the AP purchase invoice again on the Pay AP purchase invoices page. Since you do not want to print another cheque, choose Record transfer as the payment method, select the same cheque account as before, and enter the amount that you paid.

Learn more about recording a transfer of funds.

Depending on where you are in the workflow, you can back your cheque out and change the payment method for the original transaction.

If the cheque has not yet been printed:

1. Cancel the payment request.
2. Pay the AP purchase invoice again and select the correct payment method.

If the cheque has been printed but not yet confirmed:

1. Void the cheque on the Print cheques page.
2. Cancel the payment request.
3. Pay the AP purchase invoice again and select the correct payment method.

If the cheque has been confirmed to the General Ledger:

1. Void the cheque in the cheque register.
2. Pay the AP purchase invoice again and select the correct payment method.

You might have an unused preprinted cheque that was damaged (for example, it was torn or crumpled) and you will not be able to print on it.

To fix this, you do not need to void it in Intacct. Instead, change the next cheque number to the number of the next physical cheque on which you plan to print.

You can only void cheques in an open summary.

To void a cheque that's part of a closed summary, re-open the summary and void the cheque. Then close the summary.

Void the cheque using a date that falls within the next open period.

For example, say you have a cheque dated 6/23/2022. You reconcile the cheque on 6/31/2022 and close the books on the same date. Void the cheque using the date 7/1/2022 because this is a date that falls within an open period.

You can't void the cheque any earlier than this date without reopening the reconciliation and reopening the period.

Learn more about setting a cheque void date.

If the cheque hasn't been confirmed to the General Ledger, you can reprint a cheque as many times as necessary from the Print cheques page.

After you confirm the cheque, the payment is recorded in the General Ledger and needs to be voided and reprinted with a new cheque number.

The location of the cheque in Sage Intacct depends on whether or not you confirmed it to the general ledger.

• If you printed the cheque but did not confirm it, it still appears on the Print cheques page.
• If you printed and confirmed the cheque, find it in the Cheque register.

If you’re restricted to certain entities and want to void a cheque created at the top level, run the Cheque register report without providing a location. Without a location filter, the report shows transactions created at the top level only. Where applicable, you have the option to void.

Alternatively, you can void payments from Posted payments in Accounts Payable.

You can't unvoid a cheque in Sage Intacct. Learn what options exist to fix the issue.

View a list of voided cheques and drill-down to the memo that was entered.

After you generate an ACH or Bank file, and before you confirm the file, you can void an individual payment within the file if you generated the payment at the top level.

If you generated the ACH file at the entity level, void the individual payment as follows:

1. Go to Cash Management > All > Payment files > ACH payment file.

2. Find the payment file containing the payment.

3. Select More actions > Delete at the end of the row.

4. Go to Accounts Payable > All > Payments > Payment requests.

5. Find the request for the payment that you intended to void.

6. Select More actions > Cancel request at the end of the row.

7. Go to Cash Management > All > Payment files > ACH file generation.

8. Select the payments to include in the corrected ACH file.
9. Select Generate file.

1. Go to Cash Management > All > Payment files > ACH payment file.

2. Find the payment file containing the payment.
3. Select Delete.

4. Go to Accounts Payable > All > Payments > Payment requests.

5. Find the request for the payment that you intended to void.
6. Select Cancel request.

7. Go to Cash Management > All > Payment files > ACH file generation.

8. Select the payments to include in the corrected ACH file.
9. Select Generate file.

Void not available for credit card payments in the following scenarios:

• The period is closed.
• The transaction is matched for reconciliation.

  Solution: Unmatch the transaction.

• The transaction is part of a closed reconciliation.

  Solution: Reopen the reconciliation and make changes.

When you void a manual payment, the corresponding AP purchase invoice is automatically reversed. This is because the AP purchase invoice was created in connection with the payment.

The AP purchase invoice that Sage Intacct creates when you enter a manual payment is always associated with the payment. Voiding the manual payment always reverses the AP purchase invoice.

You can void a paid advance from Posted payments.

If the advance has been applied to one or more AP purchase invoices, you need unapply the advance before you can void it.

How you unapply an advance depends on whether you applied a payment at the same time as the credit, and where the payment is in the payment cycle.

Voided advances appear on the AP Aging report when Display reversals as historical transactions is enabled in Configure Accounts Payable.

While deselecting this option removes voided advances from the report, we recommend leaving the option selected. This ensures that the GL and AP Aging report remain in sync.