Voiding a Payment

Last Revised:  February 12, 2019

After making a payment, you will be returned to the Payment screen, which will now have a Void button.  You can void entire payments, but not parts of a payment.

You cannot reverse void payments that have been previously reversed or voided.

Note: The Void button is available only on the Online Payment and Fines Payment screens.  You cannot void a payment amount entered as $0.00.

Client Preferences

AUTHORIZE_VOID: Set to Y to have an authorization window appear after clicking the Void button. A username and password or an authorization code must be entered before the user can void a payment. This user name will be the operator ID for the voided transaction. Set AUTHORIZE_VOID to N (the default) to avoid having this popup appear when the Void button is clicked.

User Entitlements

The following user entitlements are used on this screen. They are part of the Make SI Online Payment task, which is part of the SI Cashier and SI Head Cashier jobs. See Tasks, Entitlements, and Jobs for more information.

SI_ACT8001V: Access to query and create online deposits

SI_PAYMENT_VOID: Ability to void a payment

The following user entitlements are part of the Manage SI All Deposits task, which is part of the SI Cashier and SI Head Cashier jobs.

AUTHORIZE_VOID: Check for those users who are authorized to enter names and passwords for voiding payments.

AUTH_VOIDS_SAME_USER: Check for those users who can authorize voids for their own log in (user name). If this is unchecked, they can authorize voids only if a different user is logged on. For ex., if george1 has logged in but does not have this entitlement, he cannot authorize voids under his own login. He could authorize voids if samuel2 were logged in.

SPEC_AUTH (set in TCS): If this user entitlement is granted,a Special Authorizations screen is available from the TCS Main Menu's Administrationdrop-down list. Authorization Codes of VO (void) or RE (refund) can be inserted in that screen; instructions are provided below.

To void a payment:

  1. Click Void  on the Online Payment Entry screen.
  2. If the client preference AUTHORIZE_VOID is set to Y, an authorization popup appears. Enter either a Username andPassword or an Authorization Code. The user entering his/her username must have the Authorize Void user entitlement checked in the User Administration screen. If the Auth_Voids_Same_User entitlementis unchecked, the user can authorize voids only for other users. If the preference AUTHORIZE_VOID is set to Y, an authorization popup appears. Enter either a Username andPassword or an Authorization Code. The user entering his/her username must have the Authorize Void user entitlement checked in the User Administration screen. If the Auth_Voids_Same_User entitlement is unchecked, the user can authorize voids only for other users.
  3. To enter an Authorization Code, the user entitlement Spec_Auth must be checked in the TCS User Administration screen. This allows the Special Authorizations screen to be accessible from the TCS Main Menu's Administration drop-down list. To use this screen, follow these steps:
  4. From the Main Menu, click Administration, then select Special Authorizations.
  5. The Authorizing User is the person currently logged in.
  6. In the Type field, press F9 to see a list of Authorization Code Types.
  7. Select VO (Void), then click OK.
  8. Press Tab. The Code, Issue Date, and Expiry Date are auto-populated.
  9. Change the Expiry Date if desired.
  10. In the Requesting User field, press F9 and select the user who asked for the authorization from the list of Valid Users.
  11. Press F10 (Save) to save the information.
  12. After the authorizations have been entered (if necessary),the Void Transactions window will appear. This window lists all accounts paid in the current deposit.
  13. Click the Include box to the right of the payment amount you want to void.

To void all the transactions in the deposit, click Include/Exclude All.  Alternatively, you may wish to click this button to include all transactions, then uncheck certain payments to keep ('exclude') them from being voided.

  1. Click Void Transaction to unpay the account. You will be returned to the Payment Screen.

A status of VO is assigned to this transaction; it can be see in the Account Status screen by double-clicking on the month of the payment.

Voided payments are not shown on receipts.