Reverse a Payment

Use the AR Payment Reversal (RVC) program to reverse a check or credit card payment and print the AR Payment Reversal Register. See Background and Road Map for more information.

In-process batches are listed:

Field Name	Displays
Batch	The number assigned to the batch
Status	The status of the batch
User	The user that created the batch
Date/time	The date and time the batch was created
Reversal total	The reversal total entered for the batch

Choose the appropriate options:

To	Do This
Add a batch	Click Add. See step 3.
Delete a batch	Highlight the line and click Delete. See Delete.
Copy a batch	Highlight the line and click Copy. See Copy.
Display a batch	Highlight the line and click Select or double click the line.
Print the list of batches	Click Print. See Print.
Exit the program	Click Exit.

Enter or change data in these fields:

Field Name	Type / Max Length	Action / Description
Batch	Required 12 alphanumeric	This field is prompted only if you are adding a new batch: Enter NEW or # if you want the program to assign a batch number, which you use to track this group of reversed payments. 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 can do this only if the Allow manual assignment? option is selected in the Batch Number Setup program.
Reversal total	Optional 14 numeric 999999999999.99	Enter the total amount of the payments you are going to reverse. This is a balancing total.
Void date	Required	Accept the displayed date, select a void date or enter a date shortcut for general ledger posting.
Amount entered	Display	The system-maintained total of the reversals entered for this batch.
Created by	Display	Your user ID.

Choose the appropriate options:

To	Do This
Change reversal total or void date	Move the cursor to the field, make the change and click Apply.
Delete this batch	Click Delete. See Delete.
Display or change payment reversals in this batch	Click Payments. If this is a new batch, a message with the batch number created is displayed. Click OK to acknowledge. See step 5.
Print the AR Payment Reversal Register	Click Register. See Print the AR Payment Reversal Register. If you reverse a credit card payment and card information is missing or invalid, the program displays that there is a problem and allows you to cancel the update/processing of the batch or continue. If you continue, the payment is reversed in PowerShift; any card refund must be handled manually, outside of PowerShift. Successfully refunded credit card payments are noted on the register.
Return to the list of batches	Click OK. See step 1.
Exit the program	Click Exit.

The program displays the reversals entered for this batch:

Field Name	Displays
Cust no	The customer number that made the payment
Customer name	The name of the customer
Check/Ref no	The check or payment number
Seq	The payment sequence number
Mthd	The payment method
Payment amount	The amount of the payment
Payment	The date the payment was made
Reference	The reference entered when the payment was selected for reversal
Rsn cd	The reason the payment is being reversed

Choose the appropriate options:

To	Do This
Add a reversal	Click Add.
Delete a reversal	Highlight the line and click Delete. See Delete.
Copy a reversal	Highlight the line and click Copy. See Copy.
Display or change a reversal	Highlight the line and click Select or double click the line. See step 7.
Print the list of reversals	Click Print. See Print.
Exit the program	Click Exit.

Enter or change data in these fields:

Field Name	Type / Max Length	Action / Description
Customer number	Optional 10 alphanumeric	Enter the customer's number, enter the customer's AR consolidation parent, or click the Lookup icon and use the standard lookup options to select the customer from a list. Leave blank to reverse a miscellaneous cash receipt or general ledger posting payment.
Check/Ref no	Required 25 alphanumeric	Enter the check number or payment reference you want to reverse or click the Lookup icon and use the standard lookup options to select the check number from a list. If you click the Lookup icon, see Select a Payment to Reverse.
Payment method	Optional 2 alphanumeric	Accept the default payment method code or select a different code that you used in the Cash Receipts Entry (RCE) program for this check/reference number.
Payment seq	Optional 6 numeric	Enter a payment sequence number or leave blank to use 000001. Note You can reverse only one sequence per payment per batch. If you need to reverse another sequence for this payment, you must create another batch.
Payment amount	Display	The amount of this payment
Payment type	Display	The payment type: AR payment
Payment date	Display	The date the payment was entered
Deposit number	Display	The number assigned to the deposit for this payment
Deposit date	Display	The date the deposit was made
ABA number	Display	The American Bankers Association routing number on the check
Currency	Display	The currency for this payment
Cash org code	Display	The GL organization for this deposit
Cash account no	Display	The GL account number for this deposit
Sold-to cust no	Display	The destination customer for this payment
Reference	Required 25 alphanumeric	Accept Check reversal or enter a different reference.
Reason code	Optional 10 alphanumeric	Select a code that explains why you are reversing this payment.

Choose the appropriate options:

To	Do This
Change a field.	Move the cursor to the field, make the change and click Apply.
Enter notes for this reversal	Click Notes. See Enter Notes.
Display transactions for this payment and drill to the invoice	Click Invoices. See Display AR Payment Detail. Click OK to return to this program.
Accept the data and enter another reversal	Click OK. The program returns to the customer number field.
Return to the list of reversals	Click Exit. See step 5.

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