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AP Prior Month Payment Reversal

AP Prior Month Payment Reversal reverses payments from a closed month (and from a prior open month when open-month void no longer applies). It creates offsetting current-month prepaid transactions rather than flagging the original check as void. Use Voiding AP Payments when the payment month is still open.

Before you start​

  • Subledger months for the original payment are closed, or open-month void no longer applies (for example you cannot void EFTs or flag checks for reuse through the open-month form after close).
  • You have Payment Method, CM Account, and the outstanding check / ePay number (and EFT sequence when needed).
  • Decide whether invoices should become payable again in the current batch month (Create Open Transaction(s) in Batch Month).

Steps​

  1. Open AP Prior Month Payment Reversal.
  2. Enter:
    • Payment Method
    • CM Account
    • Outstanding Check / e-pay number
    • Sequence (usually 0 for checks)
  3. Adjust Pre-Paid Date if the form default is wrong for this reversal.
  4. For EFT / ePayment: use Reverse all Seqs, or enter a single EFT Seq # when you are reversing one sequence only.
  5. Check Create Open Transaction(s) in Batch Month when the invoice should become payable again so you can reissue. If you leave it clear, heed the warning; choose Yes on any confirm only when you intentionally omit reopening.
  6. Update to add each check (or ePay) to the list. Repeat for additional payments.
  7. When the list is complete, Post, then validate, preview, and post the resulting batch through AP Batch Process.

Notes​

  • The process creates current-month offsetting prepaid transactions. That is expected; it is how prior-month reversal lands in the open month.
  • Without Create Open Transaction(s) in Batch Month, the invoice does not automatically become payable again.
  • Cancel closes the form but does not remove batch transactions already created. Use File → Clear Batch in AP Batch Process when you need to clear them.
  • Reversal changes amounts. Units may need a separate manual or subledger adjustment.
  • Follow up externally after reversal (vendor, bank, credit-service provider, or Corpay) as applicable to the original payment method.
  • Related: Voiding AP Payments, Paying AP Invoices, AP Prepaid Process.