Void
If a payment entered in the current fiscal month was entered incorrectly, the payment may be voided. This is done from A/R / Payments by selecting the payment and then choosing Void. Voiding a payment removes the payment from the Customer’s account, therefore adjusting the Customer balance, reopening the Invoices, and affecting the General Ledger.
Voided payments do not show on the Customer Statement. When there are two payments on an Invoice (one that is a duplicate) and when the duplicate payment is voided, the Invoice will NOT be marked as unpaid unless the amount due does not equal the amount paid.
There are some types of payments that cannot be voided. Payments on COD Invoices, payments on partially invoiced Bookings, and paid Bookings that were paid with multiple payments cannot be voided.
Reverse
Sometimes payments entered in prior fiscal months need corrected. These payments cannot be voided but may often be reversed. Reversing a payment is done from A/R / Payments by selecting the payment and then choosing Reverse.
Reversing a payment leaves the original payment in the fiscal month where it was originally saved but adds an additional offsetting payment into the current fiscal month. The Customer balance is adjusted by reversing a payment, Invoices from the original payment are reopened, and the General Ledger is affected accordingly.
Some types of payment cannot be reversed. Payments on COD Invoices, partially invoiced Bookings, and paid Bookings that were paid with multiple payments cannot be reversed.
Prior Month
Reverse a Customer payment made in a prior fiscal month at Accounting / AR / Payments by highlighting the payment and selecting Reverse.
On the window that follows, choose Reverse at the bottom of the screen to finish the reversal process.
Reversing a payment will reopen the Invoice(s) paid by the payment and reset the Customer balance. The payment can then be re-entered if necessary.
COD Payments
Agvance does not allow COD Payments from being voided or reversed as this process was designed to be used when a Customer is required to provide payment before leaving with the Product, and paid Invoices are not to be voided in Agvance. Therefore, a workaround is necessary in place of voiding or reversing a COD Invoice.
- Create a credit or negative Invoice for the amount of the original transaction for this Customer.
Note: It is important to make sure the Invoice is being created in the Agvance Location where the original Invoice was generated. This ensures the next step puts a negative amount in the Bank Deposit window for the correct Location to counteract the original Payment that was recorded. - When the Invoice has been created and saved, the Roll Through Payment screen displays to make the payment. Make sure to use the same Pay Method for the negative Payment originally used for the positive Payment being counteracted.
- Once this process has been completed, navigate to Accounting / G/L / Bank Deposit. A negative Payment matching the amount of the positive Payment needing voided should be displayed. These two entries can be cleared by tagging them and using the Mark Deposited button. This clears both without making unnecessary Journal Entries. Alternatively, tag both transactions (which wash each other out) and Save the deposit.
