Voiding a payment allows you to cancel the payment applied to an invoice to make changes to the payment and/or treatment items. Here are some scenarios where voiding a payment is recommended:
- Applied a payment to the wrong invoice.
- Corrections need to be made to an invoice with a partial payment.
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Incorrect payment amount or type.
- Note: It is possible to edit payment history to correct payment name (e.g., from AMEX to VISA), but switching types (e.g., from cash to credit) would require the payment to be voided.
- Refunded/Bad check: See How do I handle a bounced check? for more information.
- Received payment while logged into the wrong site (for grouped practices).
Voiding a payment will remove the payment and reopen the invoice. If the payment was integrated, you will be given two options when voiding:
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Void and Refund – This will cancel the payment in Pulse and void the transaction with the integrated payment vendor.
- The standard timeframe for the payment vendor to refund the money back to the customer is 3-5 business days. Please reach out to your payment vendor for more information.
- Void Only – This will allow you to cancel the payment from the invoice without voiding the payment on the integrated payment’s side. This is often used when internal adjustments need to be made to the invoice, but the payment amount was correct.
After the Void has Processed
- Inventory - Voiding an item will automatically mark the item as unpaid and place it on the client's balance, but it will not return the item to inventory. If this item needs to be placed back into inventory you will need to remove it from the invoice/treatments
- Payment History - You may need to reapply the payment to the invoice. This requires you to change the deposit date back to the original date of payment. To do so, go to the client's payment history and click Edit History on the receipt.
- Sales/End of Shift Reports - If you changed the Payment History your reports will likely be affected. You will want to rerun these reports to ensure your bookkeeping is up to date.
Related Articles
How do I handle a bounced check?
How do I print a replacement End of Shift report for a previous day?
How do I void a transaction?