Voiding Payments (and NSF)

When a payment needs to be undone — a check bounces, a card chargeback hits, the customer disputes the charge — you void it. Do not delete payments. Deleting hides the history; voiding preserves it.

Void vs. Delete

• Void — leaves a permanent audit record showing the payment existed and was reversed. Reverses all the allocations against invoices, restoring those balances. This is almost always what you want.
• Delete — only available for very recent, unallocated entry mistakes (e.g. wrong amount typed, caught immediately). Disabled after period close.

To void a payment

1. Open the payment detail (from the customer’s AR page or the original invoice).
2. Click Void.
3. Choose a reason: NSF, Chargeback, Customer Dispute, Entry Error, or free-text.
4. If NSF, enter the NSF fee if you charge one — this creates a fee invoice on the customer’s account in the same step.
5. Confirm.

The voided payment stays visible on the AR detail page with a strikethrough and the void reason.

After period close

Once the period containing the payment is closed, void becomes the only option — delete is permanently disabled. The void posts to the current open period.