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Void Invoice Payment Report

The Void Invoice Payment Report (its heading reads Voided Invoice Payment Report) lists every payment that was voided, that is removed from an invoice and given back or reversed, one line per payment, with the date and user of the void, the original payment and who took it, and the invoice it belonged to. A payment is voided from the invoice's payment screen; the invoice itself stays finalized and its balance reopens by the amount voided. Use it to see how much was returned to customers in a period, to check who voided payments and when, and to explain why an invoice that was paid shows a balance again.

4 how-to answers 1 screenshot Open in ARM Markdown

How do I run the Void Invoice Payment Report? #

  1. From the Home Screen, click Reports → Sales & Financial Reports → Void Invoice Payment Report.
  2. Choose the dates. Payment Date filters by the day the original payment was taken; Invoice Date filters by the date of the invoice. When you set no Payment Date, the report opens on invoices dated from the first day of the current month through today. Click either From : … To : … box to pick a range or use its presets such as This Month and Last Month; the × beside a box clears it.
  3. To narrow the list, type part of a name into Customer Name, pick one or more payment types in Select Payment Method, or pick a user in the user dropdown to see only the payments that user voided; choosing a user reloads the report at once.
  4. Click Search. Click Show All to clear the filters and reload the default range.
  5. Read the summary above the table: Total is the number of voided payments listed and Total Amount is their sum.
  6. Click any column heading to sort by it; click it again to reverse the order.
  7. Click Print for a PDF copy in a new tab, or Download to export the list to a spreadsheet.
Void Invoice Payment Report with filters and results
Void Invoice Payment Report with filters and results

How do I see the payments voided in a period and their total? #

  1. From the Home Screen, click Reports → Sales & Financial Reports → Void Invoice Payment Report.
  2. Clear the Invoice Date box with its ×, set Payment Date to the period and click Search.
  3. Total Amount is the money returned or reversed in the period; each line shows the invoice, the payment type it went back through and the user who did it.

How do I find out why a paid invoice shows a balance again? #

  1. From the Home Screen, click Reports → Sales & Financial Reports → Void Invoice Payment Report.
  2. Type the customer's name into Customer Name, widen or clear the two date boxes, and click Search.
  3. Find the Invoice No.: the Refund Amount is what was voided, Refund Date is when, and Refunded By is who did it. The invoice's balance reopened by that amount; open the invoice from Invoices to take the payment again if it was voided by mistake.

How do I see which payments a user voided? #

  1. From the Home Screen, click Reports → Sales & Financial Reports → Void Invoice Payment Report.
  2. Pick the user in the user dropdown beside Select Payment Method; the report reloads. Set the dates if needed and click Search.
  3. Total and Total Amount are the number and value of payments that user voided in the range.
About this screen

Each line shows the Payment No. (ARM's running number for the payment entry), the Refund Date on which the payment was voided, the Refund Amount, which is the amount of the payment that was reversed, Refunded By, the ARM user who voided it, then the original payment: its Payment Date, Payment Type (Cash, a card type, Check, Fleet Charge, Deposit Bank and so on), Received By, the user who took it, and the Reference Number entered with it, such as a check number or authorization code. The line ends with the Customer Name and the Invoice No. and Invoice Date of the invoice the payment belonged to. A payment taken and voided on the same day shows the same Payment Date and Refund Date; a later Refund Date means the money was returned after the fact. Deleted invoices are not included; voided whole invoices are on the Voided Invoice Report, and refunds of finalized invoices are on the Refunded Invoice Report, both in the same section.

The Add To Favorites switch beside the heading saves the report under Favorites on the Reports page. Download asks for the permission password first when your store protects downloads. Which reports you see depends on your admin group permissions.

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