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After making a payment, you will be returned to the Payment screen, which will now have a Void button.  You can void entire payments, but not parts of a payment.  Payments made at the time a tax certificate is issued cannot be voided on the payment screens; you must void the certificate.

The Void button is available on the Simple, Advanced, Ag Rollback, and Special Payment screens.  If the deposit has been closed, you must re-open the deposit and select Payment Transaction to find the Void button.

If a payment has been reversed (using a reversal deposit) before it is voided, that payment will be listed in the Unpaid screen, but you will not be able to void it--you will receive a warning message instead. If you are voiding an ag rollback payment for a year with no owner or account detail information, the current year information will be used.

Only people who have been granted special permissions will be able to access the Unpaid screen.

User Entitlements

The following user entitlements must be set for each user who needs access to the Payment Void screen. They are part of the Perform Authorizations task.

Changes can be made with the Head Cashier job. See Tasks, Entitlements, and Jobs for more information.

AUTHORIZE_VOID: This user entitlement must be granted for those users who are authorized to enter names and passwords for voiding payments.   

SPEC_AUTH: If this user entitlement is granted, a Special Authorizations screen is available from the Main Menu's Administration drop-down list. Authorization Codes of VO (void) or RE (refund) can be inserted in that screen; instructions are provided below.

AUTH_VOIDS_SAME_USER: Check for those users who can authorize voids for their own log in (user name). If this is unchecked, they can authorize voids only if a different user is logged on. For ex., if george1 has logged in but does not have this entitlement, he cannot authorize voids under his own login. He could authorize voids if samuel2 were logged in.

Client Preferences

ALLOW_VOIDS: set to Y to allow users to void payments; set to N to not allow any voids.  In this case, payments can be reversed instead.

AUTHORIZE_VOID: set to Y to have an authorization window appear after clicking the Void button. A user name and password must be entered before the user can void a payment. This user name will be the operator ID for the voided transaction.  Set AUTHORIZE_VOID to N to avoid having this popup appear.

To void a payment:

1. On the payment screen, enter the account number and press Tab.
2. If the preference ALLOW_VOID is set to Y, the Void button will appear.
3. Click Void.
4. If the preference AUTHORIZE_VOID is set to Y, an authorization popup appears. Enter either a Username and Password or an Authorization Code. The user entering his/her user name must have the Authorize Void user entitlement checked in the User Administration screen. If the Auth_Voids_Same_User entitlement is unchecked, the user can authorize voids only for other users.
5. To enter an Authorization Code, the user entitlement Spec_Auth must be checked in the User Administration screen. This allows the Special Authorizations screen to be accessible from the Main Menu's Administration drop-down list. To use this screen, follow these steps:
6. From the Main Menu, click Administration, then select Special Authorizations.
7. The Authorizing User is the person currently logged in.
8. In the Type field, press F9 to see a list of Authorization Code Types.
9. Select VO (Void), then click OK.
10. Press Tab. The Code, Issue Date, and Expiry Date are auto-populated.
11. Change the Expiry Date if desired.
12. In the Requesting User field, press F9 and select the user who asked for the authorization from the list of Valid Users.
13. Press F10 (Save) to save the information.

The deposit containing the payment to be voided must be opened by the Requesting User.  That user should enter the Code generated in the Special Authorizations screen.

6. After the authorizations have been entered (if necessary), the Unpaid window will appear. This window contains all accounts paid in the current deposit.
7. Click the Unpaid box to the right of the amount.
8. Click Process to unpay the account. You will be returned to the Payment Screen.

Note: The Void transaction is given a unique validation number, but retains the same Remit Seq No. as the original payment.

9. To verify that the payment was unpaid, select Deposit Status on the Go To list.  The last unpaid transaction will appear as a negative number.

Receipts can be printed for payments that have been voided only if the client preference RECEIPT_FOR_VOIDS_REVERSALS is set to Y.