Void a Cash Receipt

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Overview

Voiding a Cash Receipt reverses the associated transactions. You might need to void the related transactions for a payment that was inadvertently processed, or perhaps a customer makes a payment, and later contacts you to request that the payment be voided. Once a Cash Receipt has been voided, the following fields on the Cash Receipt will be updated:

Void checkbox to indicate the Cash Receipt has been voided
Void Date
Void Description (if a description was included)

Important: The ability to void a Cash Receipt using the information in this article is applicable if your org is on the Winter '25 release or higher.

In this article:

Void a Cash Receipt with AR Automation
Void a Cash Receipt - Requirements
Void a Cash Receipt

Void a Cash Receipt with AR Automation

When a Cash Receipt is related to a payment that is processed by a Sola Payment Processor, and it is voided in Accounting Seed, it will also be voided in Sola, as long as the related batch in Sola has not been closed. If the batch has been closed in Sola, when you attempt to void the Cash Receipt in Accounting Seed, an error message will display to indicate that the batch has been closed in Sola. If you attempt to void a payment in Sola, the same is true, if the batch has been closed, a message will display to indicate that you cannot void the payment.

If the batch is still open in Sola, and you void a payment, it will not show as voided in Accounting Seed until after the Merchant Download Automation job runs (either via the overnight Automated Job process that includes the Merchant Download Automation job or you can manually Run the Merchant Download job from the Payment Processor screen). When the Merchant Download Automation job runs, and a transaction in Sola has the Status of Void, the Status on the Payment Activity record will be updated to Void. Additionally, the related Cash Receipt record will be voided and include the reverse transactions. The Void Description on the Cash Receipt will be "Voided by the Merchant Download job."

Important:

If Stripe is your Payment Processor, while you can void Cash Receipts in Accounting Seed using the steps below in this article, you will need to manually void the transactions in Stripe.
Even if you are not currently using Our AR Payment Processors, you can still use the steps below in this article to void a Cash Receipt.

Void a Cash Receipt - Requirements

Use the table below to learn more about the related requirements and processes when you void a Cash Receipt.

Related Void Requirements and Processes
The Cash Receipt can only be voided in an open Accounting Period.
The Void Receipt Date cannot be earlier than the Receipt Date on the Cash Receipt.
A Cash Receipt cannot be posted if there is a related Payment Activity record with a Status of Void or Error.
Once a Cash Receipt has been voided, it cannot be applied/unapplied to a Billing. When you click the Apply/Unapply button, an error message will display to indicate the Cash Receipt has been voided.
When the Accounting Method on a Ledger is Accrual and Cash or Cash, on the Cash Ledger for Billings that a Cash Receipt has been applied to, the Void Date must be in an Accounting Period that is greater than or equal to the Accounting Period on the related Billing Cash Receipt (BCR) or the Billing Credit Memo (BCM).
When a Bank Reconciliation includes a voided Cash Receipt, if the Void Date on the Cash Receipt is less than or equal to the End Date on the Bank Rec, the voided Cash Receipt will not be included in calculations on an “In Progress” or “Completed” Bank Rec. However, if the Void Date on the Cash Receipt is greater than the End Date on the Bank Rec, the voided Cash Receipt will be included in the calculations on the “Completed” Bank Rec.
When a .PDF and/or .CSV file is created from a Bank Reconciliation, if the Void Date on a Cash Receipt is less than or equal to the End Date on the Bank Rec, the voided Cash Receipt will not be included in the generated file. However, if the Void Date on the Cash Receipt is greater than the End Date on the Bank Rec, the voided Cash Receipt will be included in the generated file.
When a Cash Receipt is voided, an Automated Job Results record will be created with a Job Type of “Cash Receipt Void.” Additionally, if applicable, an Exception Report that is related to the voided Cash Receipt(s) will be created.
If a Cash Receipt has more than 200 BCR (Billing Cash Receipt) records, when you click Void, a success message displays. However, the void process will run asynchronously in the background.
A Cash Receipt with Prepayment Pending checked cannot be voided. The Prepayment Pending checkbox indicates that a customer's prepayment has been requested but not yet received by the system. If you attempt to void, the system displays the error: “You cannot void this prepayment cash receipt because it is awaiting payment.” Once the customer's payment is received and the Cash Receipt is posted, it can be voided using the steps in this article.
When a Cash Receipt has a Credit Memo balance applied to it, voiding the Cash Receipt reverses all associated Billing Cash Receipt (BCR) records, including both the Credit Memo application and any Billing applications. The Billing balance and the Credit Memo balance are both fully restored.

Void a Cash Receipt

Navigate to Accounting Home and click the Create Entries tab. Then, under the Revenues menu, click Cash Receipts.
Select a list view (other than the Recently Viewed list view).
Select the Cash Receipt that you want to void.
Click Void. The Void a Cash Receipt dialog box displays.

Note: If the Prepayment Pending checkbox is checked on this Cash Receipt, the system displays the error: “You cannot void this prepayment cash receipt because it is awaiting payment.” The Void button becomes available once the customer's payment is received and the Cash Receipt is posted.
(Optional) The Void Receipt Date defaults to today's date. Click the Calendar icon to select a different date.
(Optional) Enter a reason for the void in the Void Description textbox.

Note: If the Check Number field was populated on the Cash Receipt, the Check Number will display in this dialog box. Additionally, if the Cash Flow Statement is enabled, then the Cash Flow Category will display from the Cash Receipt. If the Cash Receipt was voided automatically by the system following a failed prepayment payment, the Void Description is populated with “Prepayments payment failure: [error from the Payment Activity].”
Click Void.
When the “Successful Void” message displays, review the Void Information section on the Cash Receipt.

The Void checkbox should be selected, the Void Date should be included, and if applicable, a Void Description should be added.

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