How to Void an AP Payment

Overview

Voiding an AP payment may be necessary if a check or EFT payment was issued incorrectly or needs to be canceled. This process involves locating the original payment, voiding it through the AP Payments program, and ensuring that the associated AP invoices are reopened for payment. 

1. Locate the AP Payment

• Navigate to the AP Inquiry program.

• Search using either the Vendor Number or Invoice Number.

• Click on the History checkbox to filter by historical payment records in the search results.

• Under the Check # column, locate the Check # or EFT # that was used for payment.
  

2. Void the Payment in AP Payments

• Navigate to the AP Payments program.

• Click on the Void Checks/EFTs tab.

• Select the appropriate Payment Type (Check or EFT).

• Enter the Check # or EFT # that was used for payment.

• Click Void to reverse the payment and reopen the associated AP invoices for payment.
  

3. Review the AP Invoice Status

• Once the payment is voided, the system will automatically reopen the associated AP invoices for payment.

• Navigate back to AP Inquiry and search for the vendor to confirm that the invoices are now available for payment again.

Key Considerations

• Voiding a payment does not delete the AP invoice; it only removes the payment record and reopens the invoice for processing.

• If the payment was already cleared in bank reconciliation, additional steps may be needed to adjust bank records.

• If the payment needs to be reissued, a new AP payment must be processed after voiding the original.