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Batch Void Multiple Payments

Quick Start

🗂️ Need to void multiple payments? Use batch processing to efficiently handle bulk payment voids with proper tracking.

  1. Create/select batch → 2. Open batch processing → 3. Search accounts → 4. Select payments → 5. Execute batch void

What you'll accomplish: Efficiently void multiple payments using batch processing while maintaining proper audit trails and export handling for bulk corrections or reversals in about 15 minutes.

🚀 Quickstart​

  1. Navigate to Batches tab and create/select batch
  2. Open Batch Processing tab for payment operations
  3. Search for accounts and specify date ranges
  4. Select payments to void from multiple households
  5. Execute batch void operation with validation

⚠️ Before You Start​

📋 Prerequisites Checklist
  • You have access to the Financials permission set
  • Multiple payments need to be voided for valid reasons
  • You understand export status implications for each payment
  • Batch voiding is authorized by appropriate management
  • You have documented reasons for each void

💡 Understanding Batch Payment Voids​

When to Use Batch Voids:

  • System errors affecting multiple payments
  • Deposit reversals requiring multiple payment cancellations
  • Data correction projects involving many payments
  • Period-end adjustments for multiple accounts

Batch Void vs Individual Void:

  • Batch Void: Efficient for multiple payments across accounts
  • Individual Void: Better for single payment corrections
  • Both maintain proper audit trails and export handling

Export Status Handling:

  • Not Exported: Clean void with record type change
  • Exported/Pending: Creates negative void entries for export

📘 Detailed Instructions​

Step 1: Create or Select Batch​

  1. Navigate to the Batches tab using tab search
  2. Choose your batch approach:

Create New Batch:

  1. Click "New" to create a batch record
  2. Complete required fields:
    • Transaction Type: Set to "Void" or appropriate type
    • Batch Date: Date for void processing
    • Deposit ID: Unique identifier for the batch
  3. Add optional fields:
    • Expected Total: For validation if known
    • Description: Purpose of batch void operation

Use Existing Batch:

  1. Select an existing batch configured for void operations
  2. Verify batch settings are appropriate for void processing

Step 2: Access Batch Processing​

  1. Open your selected batch record
  2. Click the "Batch Processing" tab next to Details
  3. Wait for batch processing interface to load

Step 3: Search and Filter Payments​

🔍 Payment Search Options

Search Criteria:

  • Account Name: Type household name for account-specific search
  • Date Range: Specify payment date range for filtering
  • Payment Method: Filter by check, cash, credit card, etc.
  • Amount Range: Limit by payment amount if needed

Search Strategy:

  • Account-by-account: Search specific households individually
  • Date-based: Use date ranges to find payments from specific periods
  • Method-based: Focus on payments from particular sources
  • Combined filters: Use multiple criteria for precise results
  1. Search for accounts by typing household names
  2. Select accounts from dropdown results
  3. Specify date range for payment filtering
  4. Review available payments for the selected criteria

Step 4: Select Payments for Voiding​

  1. Review displayed payments carefully
  2. Click payment names to view detailed information if needed
  3. Select checkboxes for payments to be voided
  4. Verify each selected payment should be voided
Verification Critical

Carefully verify each payment before selection. Batch voids affect multiple accounts and may have significant financial impact.

Step 5: Execute Batch Void​

  1. Review all selected payments one final time
  2. Click "Void Payments" to execute batch operation
  3. Wait for processing completion
  4. Review success messages and any error notifications

📊 Understanding Void Behavior by Export Status​

For "Not Exported" Payments​

System Actions:

  • ✅ Payment record type changes to "Void"
  • ✅ Payment amounts removed from invoice applications
  • ✅ Clean void with no additional export records
  • ✅ Batch totals updated to reflect voided amounts

For "Exported" or "Pending Export" Payments​

System Actions:

  • ✅ Payment record type changes to "Void"
  • ✅ Payment amounts removed from invoice applications
  • ✅ Negative void entries automatically created
  • ✅ Export records generated for external accounting system sync
Export Processing Required

Exported payments create negative void entries that must be exported to your financial system to properly reverse the original payment entries.

✅ How to Know It Worked​

Success Indicators:

  • ✅ Batch processing completion message appears
  • ✅ Selected payments show "Void" record type
  • ✅ Invoice allocations are removed from all voided payments
  • ✅ Batch totals reflect voided amounts
  • ✅ Export records created for exported payments

Verification Steps:

  • Check payment records for void status
  • Review affected invoices for allocation changes
  • Verify batch statistics show correct totals
  • Monitor export queue for void entries
  • Confirm account balances reflect changes

🆘 Troubleshooting​

❌ Cannot Access Batch Processing

Problem: Batch Processing tab missing or inaccessible

Solutions:

  • ✅ Check permissions - ensure Financials permission set access
  • ✅ Verify batch record - ensure batch is properly created and saved
  • ✅ Review page layout - Batch Processing tab may need to be added
  • ✅ Contact administrator - request access to batch processing features
❌ No Payments Found

Problem: Search returns no payments for void processing

Solutions:

  • ✅ Verify account names - ensure correct spelling and selection
  • ✅ Adjust date ranges - expand dates to include target payments
  • ✅ Check payment status - only posted payments can be voided
  • ✅ Review search criteria - broaden filters if too restrictive
❌ Void Processing Fails

Problem: Error occurs during batch void execution

Solutions:

  • ✅ Check payment locks - payments may be locked by other processes
  • ✅ Verify validation rules - may prevent certain voids
  • ✅ Review selected payments - some may not be eligible for voiding
  • ✅ Process smaller batches - reduce batch size if system limitations exist
❌ Partial Batch Success

Problem: Some payments voided successfully, others failed

Solutions:

  • ✅ Review error messages - identify specific failure reasons
  • ✅ Check failed payments - verify eligibility and status
  • ✅ Process failed items individually - handle exceptions separately
  • ✅ Update batch documentation - record partial success details

💡 Best Practices​

Batch Void Best Practices
  • 📝 Document Thoroughly - Record clear reasons for batch voids
  • 🔍 Verify Before Processing - Double-check all selected payments
  • 📊 Test Small Batches - Start with small groups before large operations
  • ⏰ Plan Timing - Consider business hours and system load
  • 📞 Communicate - Inform stakeholders of bulk void operations
  • 📋 Monitor Results - Review all void outcomes carefully

Batch Management:

  • Group related voids together for easier tracking
  • Use consistent naming for batch descriptions
  • Maintain detailed logs of batch void operations
  • Coordinate with finance team for significant void operations

Quality Control:

  • Review each payment before including in batch
  • Verify authorization for all void operations
  • Test batch process with small groups first
  • Monitor system performance during large batches

Compliance Considerations:

  • Maintain audit trail for all batch void operations
  • Follow approval processes for bulk financial changes
  • Document business justification for each void batch
  • Preserve original payment records for examination

🔗 Related Actions​