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Voiding NSF Customer Payments

You may void a customer’s payment when you discover that there are insufficient funds in the customer’s financial institution to cover the payment. When you void a customer payment, e-automate automatically reopens the invoice and enters both a payment reversal and a negative deposit so you can remove the previously deposited payment.

Once you have voided the payment you can use e-automate notes functionality to add any notes to the voided payment you choose.

Getting to the TransactionGetting to the Transaction

On the e-automate toolbar, click [Receivables] to open the Accounts Receivable Console window.

In the Find field, use the drop-down menu to select Customer.

In the Customer field, use the lookup to select the customer with the payment to void.

In the Account Summary for – Customer region, uncheck the Show Open Items Only checkbox to display all activity for the selected customer.

You can also access the void customer payments function from the Customer Payment list.

From the Accounting menu select Accounts Receivable > Customer Payments to open the Customer Payments window.

Basic InformationBasic Information

In the Account Summary for – Customer region, locate the payment received from the customer that you want to void.

Right-click on the payment and select Void Customer Payment ‘XX’ to open the Void Customer Payment window.

Note: If you attempt to void a payment application instead of a payment, the system will display the message, "Payment applications cannot be voided. If you would like to un-apply or re-apply the payment, use the re-apply functionality found in the Accounts Receivable Console." If you receive this message and want to un-apply the payment, see the Re-applying Customer Payments topic.

In the Void notes field, enter an explanation for internal use only for voiding this customer payment.

Note: If a red asterisk appears to the left of the Void notes field, you are required to enter a note to void the customer payment.

To void the payment, click [Yes]. If you decide not to void the payment, click [No].

If you clicked [Yes] to void the customer payment, e-automate voids the customer payment and creates a customer payment reversal.

Handling the DepositHandling the Deposit

From the e-automate toolbar, click on the drop-down arrow next to [Cashbook] and select Deposit to open the Cashbook – New Deposit window.

Enter the appropriate information.
See below for field descriptions.
Number: The number of the deposit is automatically assigned. You may change it.
Date: Date the deposit was created.
Description: Brief description explaining the negative deposit.
Amount: Enter the amount of the voided payment as a negative number.
Deposit Account: Account to which the original payment was deposited.

Check the checkbox to the left of the receipt reflecting the negative payment.

In the Summary field, verify that the value in the Difference field is zero.

Click [OK] to record the negative deposit.

Creating a Miscellaneous Charge Invoice for the NSF FeeCreating a Miscellaneous Charge Invoice for the NSF Fee

Optional: If you want to charge the customer for insufficient funds, create a Miscellaneous Charge Invoice for the fee. Refer to the topic, Creating Miscellaneous Charge Invoices for detailed instructions on how to create a Miscellaneous Charge Invoice.

For more information on voiding customer payments, see Additional Info - Adding Notes to Voided Payments.