| | Void a vendor invoice paid with a credit card |
| Description | On the credit card vendor, when you try to void the invoice, you’ll receive a message "VOID OF AUTOMATICALLY GENERATED CREDIT CARD INVOICES. You cannot use the Void Invoices option to void automatically generated credit card invoices. To void this invoice, create a credit memo for the full amount of the invoice. When processing the credit memo, it is recommended you enter the expense account debited on the original invoice." |
| Resolution | If you haven't paid the credit card vendor There are two options you can use to void the invoice for the credit card vendor. Select the option that works best for you. ▼ Void the invoice on the credit card vendor - Open AP, Invoices, Invoices, Void.
- Select the credit card vendor and invoice.
- Enter a reference and date, and click Void.
The original vendor invoice is unaffected. To void or reopen the original vendor invoice, click here for instructions. ▼ Void the credit card payment originally posted to the vendor invoice -
AP, Checks, Void Payments by Vendor. -
Select the Credit card payments for the type of payment. -
Select the Vendor. -
Select the Ref # from the lookup. -
Click Void. The original vendor invoice is unaffected. To void or reopen the original vendor invoice, click here for instructions. If you've paid the credit card vendor for the invoice Follow the two steps below to void the credit card payment and invoice. There’s also an optional step if you wish to reopen or void the original vendor invoice. Void the credit card payment on the credit card vendor -
AP, Checks, Void Payments, Void Payments by Vendor. -
Select the payment method. -
Select the credit card vendor. -
Select the Check # or Ref # from the lookup and confirm the Void date. -
Select Void. The system voids the payment to the credit card and reopens the invoice.
Void the credit card invoice - AP, Invoices, Credit Memos.
- Select your credit card vendor.
- Process a credit memo to close the invoice. To balance AP and GL, use the AP account for the GL distribution to reverse the original invoice.
 NOTE: To avoid reconciliation issues, use the same date as the credit card invoice. To reopen or void the vendor invoice (Optional) ▼ To void the original vendor invoice - The original vendor invoice shows as paid by credit card
- You can't post any transactions against the invoice because the invoice already has activity
- The invoice will show on reports as a valid invoice paid by credit card
- To keep a paper trail, post a negative invoice and apply a credit to it. Follow the steps below to ensure you keep your AP and GL in balance
- If you don't need a paper trail, take no further action. Make note of the void on your reports
To keep your AP and GL in balance, follow the steps below to record the void - Go to AP, Invoices, Invoices, Enter and enter a negative invoice.
- Select the Vendor.
- Use the same date as the original invoice.
- Enter the amount as a negative amount.
- Use the original expense account as the General Ledger distribution.
- Post a credit memo using AP, Invoices, Credit Memos.
- Select the vendor.
- Apply the credit memo to the negative invoice.
- Use the Accounts Payable General Ledger account for the distribution. This will undo the original transaction when you paid the the invoice using a credit card.
NOTE: For example, if your Accounts Payable account is 3010, distribute the credit memo to account 3010. - Post the credit memo.
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