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Void a Payment

Quick Start

🚫 Need to reverse a payment? Void payments that were processed incorrectly or need to be canceled.

  1. Find member account → 2. Click "New Void" → 3. Select payment → 4. Enter void reason → 5. Process void

What you'll accomplish: Safely reverse a payment that was processed incorrectly, automatically handling invoice allocations and export requirements in about 5 minutes.

🚀 Quickstart​

  1. Navigate to the member's account with the payment to void
  2. Click "New Void" under Campus Stack Tools
  3. Select the payment to void using filters and checkboxes
  4. Enter void reason and description
  5. Process the void to complete the reversal

⚠️ Before You Start​

📋 Prerequisites Checklist
  • Payment exists with record type "Posted Payment"
  • You have permission to void payments
  • You understand the reason for voiding the payment
  • Member account and payment records are accessible
  • You know the export status implications

💡 Understanding Payment Voids​

What Voiding Does:

  • Reverses the payment and removes it from invoice applications
  • Changes payment record type from "Posted Payment" to "Void"
  • Creates export records for external accounting systems (if needed)
  • Maintains audit trail of the original payment and void action

When to Void vs Other Actions:

  • Void: Payment was processed incorrectly or should not exist
  • Refund: Payment was correct but needs to be returned to member
  • Transfer: Payment should be applied to different invoices/accounts

📘 Detailed Instructions​

Step 1: Locate the Payment​

  1. Navigate to the member's account record
  2. Review payment history to identify the payment to void
  3. Note the payment amount, date, and current status

Step 2: Start Void Process​

  1. Locate the "Campus Stack Tools" section on the account
  2. Click "New Void" to launch the void wizard

Step 3: Select Payment to Void​

🔍 Payment Selection Filters

Available Filters:

  • Date Range - Narrow by payment date
  • Amount Range - Filter by payment amount
  • Payment Method - Filter by check, cash, credit card, etc.
  • Export Status - Filter by exported/not exported status

Payment Information Displayed:

  • Payment amount and date
  • Payment method and reference
  • Current export status
  • Applied invoice allocations
  1. Use filters to find the specific payment
  2. Review payment details to confirm it's the correct one
  3. Select the checkbox next to the payment to void
  4. Click Next to proceed

Step 4: Configure Void Details​

Required Information:

  1. Verify payment details shown at top of screen
  2. Select or enter a Void Reason from dropdown:
    • Payment processing error
    • Duplicate payment
    • Member request
    • Bank reversal
    • Data entry error
  3. Add Description (optional but recommended) explaining the void
Documentation Best Practice

Always include a clear description for audit purposes and future reference.

Step 5: Process the Void​

  1. Review all void details for accuracy
  2. Click "Process Void" to execute the void
  3. Wait for confirmation message

📊 Understanding Void Behavior by Export Status​

For "Not Exported" Payments​

What Happens:

  • ✅ Payment record type changes to "Void"
  • ✅ Payment amounts removed from invoice applications
  • ✅ No additional export records created
  • ✅ Clean reversal with no external accounting impact

For "Exported" or "Pending Export" Payments​

What Happens:

  • ✅ Payment record type changes to "Void"
  • ✅ Payment amounts removed from invoice applications
  • ✅ Automatic negative void record created for export
  • ✅ Void export record matches original payment amounts
  • ⚠️ Requires export to external accounting system
Export Requirements

Exported payments require additional steps to sync with your external accounting system. The negative void record must be exported to properly reverse the payment in your books.

✅ How to Know It Worked​

Success Indicators:

  • ✅ Void confirmation message appears
  • ✅ Payment record shows "Void" record type
  • ✅ Invoice allocations are removed/reversed
  • ✅ Void record created (for exported payments)
  • ✅ Account balance reflects payment reversal

Verification Steps:

  • Check payment record for updated status
  • Review member's invoice allocations
  • Verify account balance changes
  • Check export queue for void records (if applicable)

🆘 Troubleshooting​

❌ Cannot Find Payment to Void

Problem: Payment doesn't appear in void selection screen

Solutions:

  • ✅ Check payment record type - only "Posted Payment" can be voided
  • ✅ Verify payment exists on the account
  • ✅ Adjust filters to broaden search criteria
  • ✅ Check date ranges to ensure payment period is included
❌ Void Button Not Available

Problem: "New Void" button not visible on account

Solutions:

  • ✅ Verify permissions to void payments
  • ✅ Check page layout includes Campus Stack Tools section
  • ✅ Ensure you're on Account record (not Contact)
  • ✅ Confirm Member Management is properly installed
❌ Void Processing Fails

Problem: Error occurs when processing void

Solutions:

  • ✅ Check payment allocation status - complex allocations may cause issues
  • ✅ Verify no payment plans are locked on the payment
  • ✅ Check for dependent records that might prevent voiding
  • ✅ Contact system administrator for technical assistance
❌ Export Sync Issues

Problem: Void not reflecting in external accounting

Solutions:

  • ✅ Check export queue for void records
  • ✅ Manually export void records if needed
  • ✅ Verify export configuration and connection
  • ✅ Review accounting system for negative entries

💡 Best Practices​

Payment Void Best Practices
  • 📝 Document Everything - Always include clear void reasons and descriptions
  • 🔍 Verify First - Double-check you're voiding the correct payment
  • ⏰ Act Quickly - Void incorrect payments as soon as possible
  • 📊 Monitor Exports - Track void records through export process
  • 📞 Communicate - Notify members of voids that affect their account
  • 📋 Review Regularly - Audit void patterns to improve processes

When NOT to Void:

  • Partial payment corrections - Use payment modifications instead
  • Account transfers - Use payment transfer functionality
  • Refunds to members - Use refund process to return money

🔗 Related Actions​