Void a Refund Check/Change a Check Refund to Electronic

Overview 

Important: If your org is currently on the Winter ’25 Preview 1 release or higher, and you need to void a check on a Refund Cash Receipt, use the steps that are available in the Void a Cash Receipt article. Voiding the Refund Cash Receipt will increase the balance on the related Credit Memo. Then, if you still need to refund the payment amount, access the Credit Memo, and Issue a Refund from a Credit Memo.

The process to void a refund check and/or to change a check refund to an electronic payment can be performed using the information in this article.

Note: Using the information in this article is applicable if you followed the Issue a Refund from a Cash Receipt article or the Issue a Refund from a Credit Memo article to create a check refund that has a check number, which now needs to be voided. Additionally, information is included in this article to not only void the check, but to also change the payment type to electronic, if necessary.  

Do you want to:

• Void a Refund Check
• Void a Refund Check and change a Check Refund to Electronic

Void a Refund Check

Important: In order to void the check on a Refund Cash Receipt it is important to document the void while keeping the check number in place.

1. Navigate to Accounting Home and click the Create Entries tab. Then, under the Expenses menu, click Cash Disbursements.
2. Click New to create a new Cash Disbursement with the same check number that was created on the Refund Cash Receipt.
   Note: For assistance with creating a Cash Disbursement, refer to the Create a Manual Cash Disbursement article. 
   
   Note: The check number can be located on the Refund Cash Receipt. 
   
   
3. Click Void to void this Cash Disbursement. The Payment Status on the Cash Disbursement should now display as Void.
   Note: In order to void a Cash Disbursement, it must be posted.
   
   
4. Navigate to Cash Receipts and display the Refund Cash Receipt.
   Best Practice: Create a list view specifically filtered on the Refund Cash Receipts. Cash Receipts that are refunds will automatically include “Customer Refund” in the Type field. For information about how to modify fields in a list view, refer to the Modify Display Fields in a List View article.
   
   
5. Click the Applied To tab.
   
   
   
   
6. Display the Billing Cash Receipt.
   
   
   Note: Click here to view the above image in full screen. 
   
   
7. Delete the Billing Cash Receipt record.
8. Display the Refund Cash Receipt. Then, unpost the Refund Cash Receipt and delete this record to complete process.
   
   

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Void a Refund Check and change a Check Refund to Electronic

Important: In order to void the check on a Refund Cash Receipt it is important to document the void while keeping the check number in place.

1. Navigate to Accounting Home and click the Create Entries tab. Then, under the Expenses menu, click Cash Disbursements.
2. Click New to create a new Cash Disbursement with the same check number that was created on the Refund Cash Receipt.
   Note: For assistance with creating a Cash Disbursement, refer to the Create a Manual Cash Disbursement article. 
   
   Note: The check number can be located on the Refund Cash Receipt. 
   
   
3. Click Void to void this Cash Disbursement. The Payment Status on the Cash Disbursement should now display as Void.
   Note: In order to void a Cash Disbursement, it must be posted.
   
   
4. Navigate to Cash Receipts and display the Refund Cash Receipt.
   Best Practice: Create a list view specifically filtered on the Refund Cash Receipts. Cash Receipts that are refunds will automatically include “Customer Refund” in the Type field. For information about how to modify fields in a list view, refer to the Modify Display Fields in a List View article.
   
   
5. Click the Applied To tab.
   
   
   
   
6. Make a note of the Billing Number (Credit Memo). In the sample screen below, the Billing Number is 00000298.
   
   
   Note: Click here to view the above image in full screen. 
   
   
7. Click the Details tab on the Refund Cash Receipt. Then, click Clone to create a clone of the Cash Receipt. Then, change the Payment Type to Electronic and save the cloned record.
   
   Important: Change the Payment Type to Electronic before clicking Save to save the cloned record.
   
   
   
   
8. Click Save.
9. Display the original Refund Cash Receipt (the non-cloned version), and click the Applied To tab.
10. Display the Billing Cash Receipt.
    
    
    Note: Click here to view the above image in full screen. 
    
11. Make a note of the following information: Applied Date, Applied Accounting Period, and the Applied Amount.
    
    
    Note: Click here to view the above image in full screen. 
    
    
12. Delete the Billing Cash Receipt record.
13. Display the original Refund Cash Receipt (the non-cloned version). Then, unpost the original Refund Cash Receipt and delete this record.
    
    
    
    
14. Display the cloned Refund Cash Receipt, and click the Applied To tab.
    
    
    
    
15. On the Billings Applied To related list, click New to create a New Billing Cash Receipt.
    
    
    Note: Click here to view the above image in full screen. 
    
    
16. Enter the Billing Number that was noted in step 6 above. Then, enter the following information, which was noted in step 11 above: Applied Date, Applied Accounting Period, and the Applied Amount.
    
    
    
    
17. Click Save to complete the process.
    
    
    Note: Click here to view the above image in full screen. 

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