In some situations you may need to void or reverse a customer payment made by check, cash, wire transfer or credit card.. The check may need to be voided be due to it being returned as nsf (non-sufficient funds) by the bank, or the payment may need to be voided due to mis-applying the payment amount to one or more incorrect invoices.
To handle these situations, StreamV allows you to void a customer check or other payment. The Void Check option in the AR Check Lookup program allows you to select a check and to reverse the payments made with the check.
When the Void Check option is used, the system
Checks a system parameter F248:084S01VC. This parameter controls who is allowed to void a customer check or other payment record in the AR Check Lookup. If the parameter is set to N, the system will not allow the operator to void checks in the program. If the parameter is set to Y or it is blank or missing, the system will allow the operator to void checks in the program.
Determines if the check or other payment has already been voided. If the check status is already V (void) or K (cancelled), the system will not allow you to reverse the payment and a Check already voided message will be displayed.
Prompts the operator to indicate if the check is being voided due to an nsf situation or if the check is being voided due to a mistake when applying the payment. The prompt displays the message A/R Check Void Method - Please select if this is an NSF check or you are voiding a check due to an entry mistake. The operator can then select NSF or Not NSF. The selection made by the operator at this point determines if the customer NSF counter is updated. If the operator indicates the check is being voided due to an NSF situation, the NSF check counter in the customer file is updated. If the operator indicates the check is being voided due to a mistake, the customer NSF counter is not incremented.
The system prompts for the Post Date to be used for the check void. The operator may enter the desired Post Date at this point. If no post date is entered by the operator, the system will use the current date for the Post Date.
The system checks to see if the payment being voided was deposited or whether the check is still showing in the deposit program. If the check has been deposited (the deposit number is loaded), the system uses the Cash Account autopost in the record (which was loaded during deposit processing.) to determine the cash account the payment should be removed from. If the check has not been deposited, the system uses the Cash Clearing Autopost in the check record to determine the cash clearing account the payment should be removed from.
The system then reverses the je that was used to post the AR check and it re-opens the individual invoice amounts that were paid with the check. The check status is changed to V or K (based on the nsf selection made by the operator. If the check deposit number is not loaded, the system also loads 999999999 into the deposit number for the check. The Post Date used for the check void is loaded into the void date in the check record.
Note: The system currently maintains a unique index on the Company and Check Number fields in the AR Check file. This means that the same check number can only be used once for each customer. If you void a payment and need to re-apply it due to a mistake, you will need to modify the check number when applying it the second time. For example, if you void Check 101 for Aacme Distributing and wish to re-apply the check, you would need to change the check number slightly to make it unique for example 101-a or 101-2