Void a Payment

After you record a payment, ServiceCore allows you to void the payment later if needed. You have the option to void any type of payment at any time. This is especially helpful when you want to keep a record of the payment and you want to "zero" out the payment at the same time. Voiding a payment is also a good option when you don't want to delete a payment and instead want to keep track of the payment for your records.

In this article, you'll learn how to void a payment. You'll also learn about when you can and cannot void a payment, and special rules that apply to processed credit card payments if your account is connected to Authorize.net or Clover Connect.

Before You Start

Here are some things to know before you void a payment in ServiceCore:

  • You must have Manager, Admin or Owner level permission to void a payment
  • Before you can void a payment, you must first Record a Payment
  • If you want to edit a payment instead of voiding it, follow these steps: Edit a Payment
  • You can void payments that were received via the online payment form
  • Voids cannot be undone (voids are forever, like diamonds)
  • When you void a payment the amount of the payment becomes $0.00 (in order to "zero out" the payment)
  • For payments that resulted in a credit to your customer's account balance
    • If you void a $100 credit memo that was used as a payment, the customer will not have a $100 credit on their account anymore
    • Likewise, if you void a $100 cash payment that was sitting as a credit balance for a customer, the customer will not have a $100 of available credit on their account anymore
  • Please read over the special rules that apply based on payment type and if your account syncs with QuickBooks:

Processed Credit Card Payments

For credit card payments processed through Clover Connect or Authorize.net, please note:

  • When you void a payment in ServiceCore, this will send a void request to your merchant account
  • If the payment has not yet settled, the payment will be voided in your merchant account and in ServiceCore
    • After the void is processed successfully from the credit card merchant, the payment will also become void in your ServiceCore account
  • When you void the payment in ServiceCore, this does not refund the payment to the customer
  • If the payment has already settled you will have the option to Create a Refund back to the original card
  • In the case where the payment has already settled, and you do not want to create a refund, or cannot issue a refund, such in the case of a chargeback or if the payment is already void in your merchant account, you can proceed to void anyway

Credit Memo Payments

For payments recorded with a payment method of "Credit Memo", please note:

  • If you void a $100 credit memo that was used as a payment, the customer will not have a $100 credit on their account anymore
  • Instead of voiding the payment you can void the credit memo instead by following these steps: Void a Credit Memo

Accounts that Sync with QuickBooks

If your account syncs with QuickBooks, please note:

  • You cannot void payments that originated from QBO, such as during your initial ServiceCore onboarding
  • Payments that originate from within ServiceCore can be voided

How to Void a Payment

Follow these steps to void a payment:

  1. Navigate to Accounting > Payments
  2. Locate the payment you want to void
  3. Click the Payment Number link
  4. Review the payment to make sure it's the payment you want to void
  5. Click the down arrow next to Print Receipt
  6. Click Void Payment from the list of options that appear
    Screen_Shot_2021-08-16_at_3.13.01_PM.png
  7. If the payment was made by processed credit card, and the payment has already settled, decide if you want to Create a Refund instead or if you want to Void Anyway
    6660a4d2-c5ff-44a6-b535-05438d9dd80c.png
  8. If the payment was not made by credit card or was made by processed credit card and is not settled, enter the Reason Voided in the pop-up that appears
    Screen_Shot_2022-03-10_at_11.09.39_AM.png
  9. Once you're finished, click Void Payment

Next Steps

After voiding a payment, you may want to take the following next steps:

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