Purchases

Voiding a Payment

Reverse a vendor payment — what comes back, what does not, and the one voucher you can only void.

A payment voucher records cash actually leaving. When it was recorded wrongly — wrong vendor, wrong account, wrong amount, or it never happened — you void it. Voiding retires the voucher's journal, which restores the payable and reverses the bank credit in one move.

Voiding a voucher: the confirmation, the bills that reopen, and why a bank-fed voucher can only be voided.

What Voiding Does

Effect	Detail
The journal is retired	The Accounts Payable debit and the bank credit both reverse. Any withholding tax credited on the voucher reverses with them.
Allocations are released	Every bill the voucher settled returns to its previous balance and status — Paid goes back to Unpaid or Partly paid.
The vendor's payable rises again	The balance and AP aging go back to where they were before the payment.
The document survives	Status becomes Voided. The number stays consumed and the voucher remains in the audit trail.
It can be undone	More → Restore brings the voucher back and re-posts its journal.

🚨Voiding a payment does not void the bill

The bill stays posted with its cost and its payable intact — only the settlement is reversed. That is correct: the obligation was always real, you simply have not paid it after all.

Doing It

Navigate to: the voucher's detail page → More → Void Document.

Check what it settled

Open the Lifecycle panel's Bills stage first. Those are the bills that will reopen.

Confirm by typing the number

Voiding a posted document asks you to type its document number — a deliberate friction, because the reversal touches the ledger.

Verify the bills

Each bill the voucher had settled is back to Unpaid or Partly paid, with its balance restored.

Who Can Void

Voiding requires either the Administrator role or delete permission on the module. It is blocked while a document is awaiting approval, and it is blocked inside a closed accounting period — reopen the period, or record the correction in the current one instead.

The One Voucher You Can Only Void

A payment created by converting an uncategorised bank statement line cannot be edited at all. On its detail page the Update button is rendered disabled rather than hidden, so you can see the reason instead of wondering where the action went.

Why it is locked	What to do
The voucher is bound to the bank-feed ledger line that created it. Re-posting it would drift from the statement.	Void it, then record a fresh voucher — or re-classify the bank line.

Duplicating a payment is impossible for the same class of reason: a voucher represents one cash event with its own allocations, so Duplicate is not offered on any payment or receipt.

Correcting Rather Than Voiding

The problem	The right move
Wrong amount, voucher not from a bank feed	More → Update. This voids the original and issues a replacement in one step.
Wrong vendor	Void and record a new voucher. A voucher cannot be moved between vendors.
Right amount, wrong bills	Do not void. Re-allocate instead — see Matching a payment to bills.
The vendor sent the money back	Do not void. Record a vendor refund, which keeps both real cash movements in the books.

✅Void the settlement before the obligation

When both the bill and its payment are wrong, unwind in reverse order: void the vouchers first, then void or update the bill. Voiding the bill first leaves vouchers pointing at a retired document.

Re-allocating instead of reversing: Matching a payment to bills.
Recording money the vendor sent back: Vendor refunds.
Correcting the bill itself: Editing and voiding a bill.
Why bank-fed vouchers are locked: Bank-led payment.