Reverse A Payment

Reversing a Payment

This document will explain:

         When to Reverse a Payment

         Easily Removing Both Disbursements & Payment

There is also a video showing how to perform this function:

Reversing Payments AV Ref# 449

About:

Occasionally, you will need to reverse a payment and remove it from an account. Usually this is because someone posted the payment to the wrong customer account. You will use this function to offset another PAYMENT transaction. You will not use this function to offset a credit or debit. This will affect your cash/check/credit card totals.

How:

1.    Determine original payment method posting (was it cash/check/cc?).

2.    Determine whether the original payment has been disbursed or not and if it has, remove the original disbursements.

3.    If you need to remove the disbursement go to Views --> Bookkeeping. Otherwise, skip down to step #1 under Removing The Original Payment.

4.    Click on the A/R Info & Lookup button on your toolbar.

5.    Find your customer by clicking on the binoculars beside the Customer # field, find your customer and double-click to make them the Active customer.

6.    To find a prior transaction that has already been disbursed or paid, click on the Change Search Criteria button at the bottom.

7.    Select Cleared Status = ALL and click on Find.

8.    Locate the transaction in question and right-click on it.

9.    Select the Edit Disbursements option.

10. Click on the Remove All Disbursements button at the bottom.

Removing the Original Payment:

1.   Click on the Payment button on the toolbar.

2.   If the correct customer isnt displaying, click on the binoculars beside the Customer # field to find the correct customer and then double-click on them to make them the Active customer.

3.   Type in the Payment Amount. **Make sure the amount is negative**

4.   Edit the Payment Description as necessary.

5.   If the original payment was made via credit card, you will also want to edit your credit card code from the CC/Cash drop-down list.

6.   Click on Create Payment Button at the bottom.

7.   Click on the Create Disbursement Tab & then click the Fetch All button at the bottom of the screen.

8.   Find the original payment you wish to apply the negative payment to & double-click to apply.

9.   Click on Commit Disbursements button at the bottom of the screen.

Option Settings:

 Note Users must have password permission to post and disburse payments (P17, P85). If you need to give a user permission to have the permission setting, please contact the HITS Technical Support Center.