Voiding AP Payments

Voiding AP Payments reverses or clears AP payments. Which form you use depends on whether the payment is posted, whether the payment month is still open, and whether you need the CM reference reusable.

Pick the right path first:

• Unposted payment batch: void or clear from AP Payment Posting (including File → Print Checks → Clear/Void for non-posted checks).
• Posted, payment month still open: use AP Void Payments (this article's primary path).
• Closed or prior month: use AP Prior Month Payment Reversal. After month close you cannot flag checks for reuse through the open-month process, and you cannot void EFTs via the open-month void form.

Void vs Clear:

• Void marks the CM reference used/voided. The number is not available for reuse.
• Clear removes the CM reference from CM/AP history so the number can be reused.

Prefer Void when you do not want check or CM reference numbers reused.

Before you start

• Confirm whether the payment is posted and whether the payment month is open.
• For ePayments, verify in Corpay (or your ePayments provider) that the payment has not already been remitted before voiding.
• For prepaid payments not yet run through AP Prepaid Process: the CM reference may be removed/reused; if the prepaid was updated but the payment batch is still unposted, remove the prepaid from the payment batch first.
• Gather CM Account, CM Reference / check number, payment method, and batch number filters you will need.

Steps

Unposted payments (AP Payment Posting)

1. Open the unposted payment in AP Payment Posting.
2. To clear or void non-posted checks: File → Print Checks → Clear/Void. Set CM Acct, Paid Date, Beginning / Ending Check #, Refresh, then choose Clear or Void and enter a memo as prompted.
3. To void an unposted payment record from Payment Posting: use Void Payment. Answer Yes to void with no reuse, or No to remove the payment and allow reuse of the reference.

Open posted month (AP Void Payments)

4. Open AP Void Payments.
5. Filter by Payment Method (N ePayments / C Check / E EFT / S Credit Service, or blank for all), CM Account, CM Reference, and/or Batch #, then Fill Grid.
6. Select rows that are Eligible To Void.
7. Choose Action:
   • Void: CM references voided and unavailable for reuse
   • Clear: references removed so numbers can be reused
8. Enter a Void Memo (applies to all transactions in the void batch).
9. Update Batch, then Post Batch via AP Batch Process.

Notes

• After post, paid transactions reopen; vendor paid amounts and discounts are reinstated; GL adjusts Cash, Discounts, and AP.
• Follow up externally as needed: cancel unremitted Corpay payments, contact the vendor for mailed checks, contact the bank for EFTs, and notify the credit-service provider when Credit Service payments are voided.
• Closed-month and prior-month voids belong on AP Prior Month Payment Reversal, not on this form.
• Related: Paying AP Invoices, AP Prior Month Payment Reversal, AP Prepaid Process, Clearing AP Transactions.