Reverse a Payment

Use the AP Payment Reversal (NVC) program to void checks for reconciliation purposes, reverse payments posted to the general ledger, and print the AP Payment Reversal Register. See Background and Road Map for more information.

The program displays a list box of reversal batches that are currently in process:

Field Name	Displays
Batch	The batch number
Status	The status of the batch
User	The user that created the batch
Date/Time	The date and time the batch was created
Payment batch	The payment batch selected for the batch

Choose the from the following options:

To	Do This
Create a new batch	Click Add.
Delete a batch	Highlight the line and click Delete. See Delete.
Review or change transactions in a batch	Highlight the line and click Select or double click the line. Look ahead to step 3.
Exit the program	Click Exit.

Enter or change data in the following fields:

Field Name	Type / Max Length	Action / Description
Batch	Required 12 alphanumeric	Enter NEW or # if you want the program to assign a batch number. Use the Batch Number Setup (XBC) program to set up a batch numbering scheme. OR Enter a unique identifier (12 alphanumeric characters maximum) for the batch you want to create. You can do this only if the Allow manual assignment? option in Batch Number Setup is selected. This field cannot be changed once a batch is created.
Payment batch	Required Date	Select the code for the type of payment reversal you are processing. You can change this field after the batch is created only if you have not selected any payments to reverse.
Batch date	Required Date	Select the date that the reversal is effective, enter a date shortcut, or accept the login date.
Authority	Optional 10 alphanumeric	Enter the name of the person who authorized the reversal. This name prints on the AP Payment Reversal Register.
Cash/Liab org code	Display	The cash or liability organization code associated the payment batch method
Cash/Liab acct no	Display	The cash or liability account number associated the payment batch method

Choose the appropriate options:

To	Do This
Delete a batch	Highlight the batch and click Delete. See Delete.
Review or change payments to reverse	Click Payments.
Process the batch	Click Register. See Print the AP Payment Reversal Register.
Return to the list of batches	Click OK. If this is a new batch, clicking OK has the same function as clicking Payments.

When you click Payments, previously entered transactions are listed:

Field Name	Displays
Payment no	The payment number
Reversed	The effective date of the reversal
Stop pay?	A check mark indicates stop payment was selected
Vendor	The vendor number that the payment was issued to
Vendor name	The vendor name
Check date	The date the payment was made
Payment amount	The amount of the payment

Choose the appropriate options:

To	Do This
Add a reversal transaction	Click Add.
Delete a reversal transaction	Highlight the line and click Delete. See Delete.
Review or change a transaction	Highlight the line and click Select or double click the line.
Return to batch header	Click OK.

Enter or change data in the following fields:

Field Name	Type / Max Length	Action / Description
Batch	Display only	The batch number
Payment no	Required 15 alphanumeric	Enter a payment number or click the Lookup icon and use the standard lookup options to select the payment from a list. If you enter a payment for which payment information is not in the system, you cannot reverse it; however, you can void it for bank reconciliation purposes.
Reversed	Required 10 date	Select the date that the reversal is effective, enter a date shortcut, or leave blank to use the login date. The reversed date cannot be prior to the payment date.
Authority	Optional 10 alphanumeric	Enter the name of the person who authorized the reversal. This name prints on the AP Payment Reversal Register.
Issue stop payment on check?	Optional	Select to issue a stop payment for the check number or leave blank to not issue a stop payment.

Choose the appropriate options:

To	Do This
Accept the data	Click OK. See Invoice Actions.
Delete the displayed transaction	Click Delete. See Delete.
Review or change a transaction	Highlight the line and click Select or double click the line.
Review invoices that will be reinstated or cancelled	Click Detail. See Display Voided Check or Reversed Payment Detail. Click OK to return to this program. This button displays after you reverse a payment or void a check.
Return to batch header	Click OK.

Invoice Actions

Depending on the payment you are reversing, the Reversal and Reinstatement Options window may pop up. The vendor, invoice number, invoice date and amount are displayed. You can choose how you want the invoice handled when the reversal is updated:

Reinstate invoice for payment
Reinstate invoice and place on hold
Cancel invoice

Invoices with multiple transactions can only be reinstated
If the payment was made to [***] (i.e., a vendor with no master record), the invoice is cancelled; reinstatement is not an option

If the payment you are reversing was applied to multiple invoices and you want them all handled the same way, select Apply to all in the Reversal and Reinstatement Options pop up.