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Overview: Voiding vs. Returning once a Payment has been Processed

  • Updated

If you must rectify an issue within the Client’s Payment History, you have a few options:

  • Void Payment – Cancels a transaction and reopens the invoice.
  • Edit Receipt – Allows you to modify the client classification, payment type*, and deposit date.

*Note: You can use this to update an incorrect card name but cannot use this to switch from cash to credit.

  • Return Items – Retains the payment amount and type, allows you to select items to generate customer credit, and return items to inventory.

Two key things to consider: How will your inventory be affected and how will your prior sales reports be affected? Use this article to review the implications of both and related articles to use the options above.

INVENTORY

Once an item is ordered onto a Treatment Plan or Quick Invoicing, the system removes and deducts it from the inventory’s Quantity on Hand. This does not update again when the payment is applied to the invoice.

  • For example, if SMZ tablets are entered as a treatment, then they will be taken out of inventory and the client's Account Balance will display an invoice for the item.
    • If you return this item, you will be given the option (shown below) to place the item back in inventory.
    • If you void a payment, the item will remain on the invoice and can be returned to the Inventory Quantity on Hand by removing the item on the Treatment Plan page or Quick Invoicing.

Sales and End of Shift Reports

Transactions like payments, refunds, and deposits will be generated on the Sales or End of Shift Report once it is processed in the system. The Deposit Date or Payment Entry Date on the receipt drives both report’s Date Range filters.

  • Returning an item will generate a customer credit and display it on the End of Shift Report or daily Sales report.
  • Voiding a payment will not display on a daily Sales Report and End of Shift. Please use the Voided Payment Report to generate a list of voids completed in the system.
  • If you wish to void a past-dated payment receipt, you will need to take into consideration how this affects your previous sales reports.
    • For example, if a payment receipt is dated one week ago, and the void is processed today, prior sales reports will not be updated and may need to be rerun depending on your bookkeeping needs.

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