Void a payment entry to invalidate a payment that has already been recorded, usually because there was an error or issue discovered after the payment was posted.
Here are the key reasons why you would void a payment:
Incorrect amount was entered. The wrong payment amount was posted (too much, too little, or a typo). Voiding allows you to remove the incorrect entry and reprocess it correctly.
Wrong customer or account was paid. The payment was applied to the wrong person, account, or invoice. Voiding removes the mistake without affecting other transactions.
Payment was rejected or bounced. The payment method failed after posting (for example, check bounced, credit card was declined after authorization). Voiding clears the invalid payment and maintains accurage records.
Duplicate payment was entered. A payment was entered more than once accidentally. Voiding removes the extra entry without affecting the real one.
Transaction needs to be canceled for policy or audit reasons. An audit or internal check reveals that the transaction should not have been processed (for example, unauthorized transaction, fraud concern). Voiding keeps the system clean without simply deleting records.
Maintain an accurate audit trail. Voiding is better than deleting because it preserves a record of the transaction and its cancellation, which is important for compliance, reconciliation, and transparency.
Important notes:
Voiding is usually only allowed before the close of a financial period.
1. Open Connect Cash Receipting > Payments > Enter Payments.
2. Change the Payment Date to match the date when the receipt was recorded. The system displays receipts based on the payment date.
3. Click Delete (CTRL+D).
The receipt is deleted.
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