Voiding or Deleting Payments

Voiding or deleting payments requires attention to sync status and accounting connections. This article outlines best practices, including when it’s safe to void a payment, how QuickBooks handles voided transactions, and what happens to those payments in Maxio Core and Advanced Billing.

When you can void or delete a payment

You can only void or delete Payments if:

• The Payment has not been already synced with Advanced Billing.
  Once the Payment has been synced back to Advanced Billing, you may no longer void or delete it.
• The account is connected to a GL, like QuickBooks.
  Although there is no way to update a Payment in Advanced Billing, you can void or delete Payments through QuickBooks.

Example: Voiding a payment in QuickBooks

For example, you create an Invoice with automatic payment in Advanced Billing and then you sync it to Maxio Core. From Maxio Core, you sync the Invoice/Payment to QuickBooks. At this point, you decide to void the payment in QuickBooks. After voiding the payment, you sync back to Maxio Core. Open the voided Payment. A message appears at the top of the Payment screen naming your connected general ledger and warning that the payment cannot be voided in Advanced Billing, so the amounts in the two systems will now differ:

The Payment still exists in Maxio Core, but the Amount is set to “0.00” and the Description displays “Voided”.

What happens to the Payment Lines depends on whether the Payment had already synced to Advanced Billing. If it had, the lines are kept but set to zero. If it had not, they are removed. Either way the Payment carries no amount to send, so it will not be synced to Advanced Billing.

In this example scenario, the Payment was automatically paid. The Payment could also have been received in Maxio Core or applied in QuickBooks. In either case, the Payment can be voided or deleted just as long as it has not already been synced back to Advanced Billing.

Voided payments versus deleted payments

Unlike voided Payments, properly deleted Payments no longer exist in the system and no longer appear on the Payments tab in Maxio Core.