It may occasionally be necessary to account for a Supplier Payment that was cancelled or rejected by the bank. In these instances, a payment can either be voided or negated by entering a negative/balancing payment, depending upon company practices. 

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How to Cancel a Payment [if the Payment Has Been Recorded or the Period is Closed or Void a Cheque That Will Not Be Processed]

If the payment has been recorded, or the period during which the original payment was made has closed, voiding the transaction becomes difficult. 

It is therefore recommended to enter a negative payment to balance the entry and then apply it to the original purchase invoice. This option provides a clear audit trail. If the payment has not been reconciled and the accounting period is still open then it is also possible to void the payment. 

Complete the instructions below to balance the entry and apply it to the original purchase invoice: 

1. Navigate to Suppliers > Payments. 
   
   
2. Select the supplier on the Payments screen and activate the Show Zero Balances toggle []. 
   
   
3. Enter the amount as a negative amount. 
   
   
4. Apply the amount to the appropriate purchase invoice(s). This will return the balances back to outstanding and return them to the supplier account while also creating an offsetting transaction in the bank account to be reconciled against the original payment. 

Voiding a cheque uses the same process as above, but in the Pay Method section, the Method should be set to Void Cheque, and the Description should be the number of the cheque that is being voided 

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How to Void a Payment from the Supplier Management Inquiry Tab 

1. Navigate to Supplier Management >Inquiry tab. 
   
   
2. Select the Show Zeros toggle []. 
   
   
3. Locate the payment that needs to be voided from the list. 
   
   
4. Once selected, click the Void Transaction icon [] to void the payment and void the CP journal, returning the outstanding balance back to the applied purchase invoice. 

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How to Void a Payment from the Payment Listing Screen 

Alternatively, a similar process can be done from the Payment Listing screen. 

1. Navigate to Suppliers > Payment Listing. 
   
   
2. Locate the payment that needs to be voided. 
   
   
3. Use the Voice Transaction icon [] to void the payment and void the CP journal returning the balance back to the invoice. 

Either option will void the journal and remove the transaction completely from the system, although an audit trail will remain available for review in the voided journal’s event log.  

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