There may be instances when a payment is accidentally or incorrectly made within the system and needs to be voided before it processes through the payment gateway.

Completing the Voiding Process

1. Locate the invoice containing the payment 
2. Select View/Edit on the invoice

3. Scroll down to the bottom of the invoice where the payment information is located
4. Select View/Edit Transaction on the payment you wish to void

5. Click Void Transaction 
   1. This can be found on the bottom and top of the View/Edit Transaction page
   2. Both Void Transaction links will complete the same function

6.  Once you select Void Transaction, enter the reason for voiding the payment
   1. Now, when someone looks at the invoice at a later date, they will know why it was voided
7. Remove Balance is only used if you wish to void the payment and not have a balance left on the invoice after voiding
   1. This will cancel the payment (void) and will not require a new form of payment to be used to cover the resulting balance
      1. Instead, there will be no balance due at all, essentially making it free
         • If this is checked, you must provide a reason for removing the balance for documentation
   2. Usually, a department will leave this unchecked, so that the customer can provide another payment method to pay for the item on the invoice

8.  Once the reason for voiding has been entered, and you have chosen whether or not to remove the balance, select Void Transaction, and it will take you to the voided payment screen
9. You will see confirmation in red font showing that the payment was voided along with the user time and date stamp.

Same-Day Voids

Authorize.net Departments Only

Same-day voids are only available for departments with Authorize.net 

 

1. For same-day payments, you will follow the same steps as above, but there will be an additional box under “remove balance” asking to void transaction in Authorize.net

2. Check this option to ensure the payment is not processed in Authorize.net and to prevent you from having to go into Authorize.net manually to void the payment there, as was previously required 

Inventory Purchases in POS

If you are voiding a same-day purchase from the POS, you will first complete the void of the payment transaction (be sure to Remove Balance and Void within Authorize.net/payment gateway), then go to the household account POS tab to cancel the purchase as the second step, which now shows $0 paid and won't require a refund or account credit. This will void the payment transaction, cancel the purchase, and correctly returning the quantity to the inventory.