Void or Delete Payments

Whether you can void or delete a Payment comes down to two things: whether it has already synced to Advanced Billing, and whether your account is connected to a general ledger.

WARNING: Voiding or deleting a Payment in your general ledger after it has synced to Advanced Billing cannot be undone. Advanced Billing keeps the original amount, Maxio Core does not, and there is no way to void or delete the Advanced Billing copy to bring them back into line. The two systems then disagree about that Payment permanently. Make the correction before the Payment syncs back, or contact Maxio Support.

When you can void or delete a payment

Both conditions below have to hold.

• The Payment has not already synced to Advanced Billing. Once it has synced back, you can no longer void or delete it.
• The account is connected to a general ledger, such as QuickBooks. There is no way to update a Payment in Advanced Billing directly, but you can void or delete Payments through QuickBooks.

What voiding in QuickBooks looks like

Take a Payment that began as an automatic payment on an Advanced Billing Invoice, synced to Maxio Core, and then synced on to QuickBooks. You void the payment in QuickBooks and sync back to Maxio Core.

Opening the voided Payment in Maxio Core shows a message naming your connected general ledger and warning that the payment cannot also be voided in Advanced Billing, so the amounts in the two systems now differ.

The Payment still exists in Maxio Core, but its Amount is set to 0.00 and its Description shows the voided note carried over from QuickBooks.

What happens to the payment lines

The Payment Lines are treated differently depending on whether the Payment had already reached Advanced Billing.

• Already synced to Advanced Billing. The lines are kept and set to zero.
• Not yet synced. The lines are removed.

Either way the Payment carries no amount to send, so it is not synced to Advanced Billing.

The same rules hold however the Payment was taken. This example used an automatic payment, but a Payment received in Maxio Core or applied in QuickBooks behaves the same way, as long as it has not already synced back to Advanced Billing.

How voided and deleted payments differ

What "deleted" means depends on whether the Payment had reached Advanced Billing.

A Payment that never synced and is then deleted is genuinely gone: it no longer exists and stops appearing on the Payments tab.

A Payment that had already synced is kept instead, with a status of Deleted rather than being removed, in the same way a voided one is kept with a status of Voided. Maxio Core needs that record to explain why its figures no longer match Advanced Billing, and it shows a message on the Payment saying the Payment was deleted from your general ledger, cannot be deleted from Advanced Billing, and that the amounts will differ between the two systems.

So for a synced Payment the practical difference is smaller than it looks: voiding zeroes the amount and keeps the lines, deleting marks the record Deleted, and either way Advanced Billing still holds the original.

Related information

For the full set of Payment actions the integration restricts, see the Review Integration Limitations help article.

For how Payments reach Advanced Billing in the first place, see the Sync Customers and Payments help article.