Void bill payments and what to expect
To void a payment, your role must have Pay permissions, and you must be entitled to the bank account originally used for the payment.
- Check payments
- Virtual Cards
- Void and credit
- Syncing voids and credits
- Things to know
Incorrect mailing address
A check was mailed to the wrong address but hasn’t been returned to Cashflow360.
Confirm the vendor address completely matches the address indicated on the corresponding invoice. If needed, review the vendor audit trail to identify any address changes that may have occurred before OR after the payment process date. The payment address is 'locked' at 12:01 am on the process date, so any address corrections must have been before that to apply. If not, it may be best to void the payment and issue a new one.
Check is missing, was lost, or was misrouted by the US Postal Service (USPS)
If a check has not been returned to Cashflow360, the check was mailed to the correct address, but after 10 business days, the vendor has not received the check, it was likely either misrouted by USPS, or lost by the vendor or USPS. There is no tracking available on USPS first class mail.
If the vendor has not yet received their check, there are two (2) options:
- Continue to wait for the vendor to present the check for payment - this is recommended if it has not been 10 business days since the process date
- Void the check and issue a new check payment to your vendor
Vendor has received the payment, but has not yet deposited payment
In these cases, perhaps the account number or invoice number was not included, so the vendor is unsure how to apply payment; if the account number for a given vendor is not specified in the vendor profile, this field will be left blank on the check.
Although we do include the first page of the invoice on the check stub, utilities, municipalities, and large financial institutions often discard the check stub before processing payments. We recommend including the account number in the vendor profile to help ensure payments are applied to the correct account.
Review the vendor profile to see if an account number has been designated.
Vendor has returned the check to you
If a check to a vendor will not be deposited, void the payment in Cashflow360. When a check is voided, we issue a stop payment. There is no need to return the check to us. Simply destroy the check after it has been voided in the system.
Uncashed check payments
Checks are issued with the words Void after 90 days printed on them. If uncashed, on the 91st day after the date of issue, the check expires and is auto voided. The funds are credited back to the originating bank account.
ePayments that fail to deposit into the vendor's bank account will be auto voided and the funds credited back to the originating bank account. No action will be necessary on your part.
ePayment sent to the wrong account
If you have scheduled an ePayment to the wrong bank account, you can void up until the void deadline of 4 pm Pacific Time on the banking day before the deposit date. The funds will be credited on the same day if you request the void before 3 pm Pacific Time.
ePayments that have been deposited cannot be voided unless fraud is suspected. If this is the case, please contact Customer Support for assistance, though we can never guarantee a reversal of funds once deposited.
Note: Virtual Cards payments will be auto-voided in the following cases:
- In these 2 cases, the payment will be automatically reissued using the vendor's original payment method (ePayment or check):
- Virtual Cards were disabled by your account's admin after a Virtual Card was processed, but before it was authorized
- Your vendor opted out of Virtual cards after a Virtual Card was processed for them, but before it was authorized
Virtual Card payments expire 30 days from the process date, the date the payment is sent
- We will notify you of an expired Virtual Card, and you will have 2 days to reissue or void. After those 2 days, we will auto-void the Virtual Card and remit the funds back to the originating bank
Void and credit
- We may not be able to process voids immediately - we must check with our bank to ensure the item has not been presented for payment. The payment will have a Void Pending status during this time. Once we receive confirmation, we start the crediting process
- Check payments - the funds will be credited in 1-2 banking days
- Once we have completed the void and credit process, the payment will show a voided status
- The bill that the payment was associated to will show as unpaid. If the bill does not need to be paid, delete the bill or mark it as already paid so it is not accidentally paid again in error
Syncing voids and credits
If syncing with QuickBooks Online, Xero, Sage Intacct or Oracle NetSuite
- The void will sync back to the accounting system, and no further action is needed
If syncing with QuickBooks Desktop or QuickBooks Enterprise
- While the credit back to the bank account will sync back to the bank account register, the void will not sync back to the accounting system. The payment must be voided manually in the accounting system.
Things to know
- Once you select Void and complete the void request, it cannot be undone, and unless an ePayment has successfully deposited to a vendor, or a check has been cashed by a vendor, the void will complete
- We stop payment on voided checks so we recommend that you provide the voided check number to the vendor and instruct them not to cash the voided check, just in case it reaches them
- Payments out card on the Overview page will only show payments with a process date within the last 30 days
- To see payments with a process date more than 30 days out select Payments Out in the navigation menu