Void a payment

Learn how to cancel a standalone payment or a payment attached to an invoice.

Overview

Note: Voiding a payment in Caspen does not refund the client.

Voiding a payment permanently marks it as Void, keeping a record for audit purposes while removing it from the client’s account balance and billing totals. Use voiding only for payments recorded in error or transactions that need to be canceled entirely.

Once voided, a payment cannot be undone, edited, or reallocated to an invoice.

Before you void a payment

Before voiding a payment, check the following:

• You cannot void a payment that is linked to an invoice. Only unallocated payments can be voided.

• If the payment is allocated to an invoice, you must unlink it first.

• Voiding a payment does not delete it . The payment record remains visible for audit history.

How to void a payment

1. Go to Billing → Payments.

2. Find and open the payment you want to void (Actions → View, or click the payment number).

3. Click Actions → Void payment.

After you click Void payment:

• The payment status updates to Void.

• The amount is removed from the client’s account balance.

• The payment record remains listed in your Payments list for reporting and audit history.

How to void a payment linked to an invoice

If the payment is linked to an invoice, it must be unlinked before it can be voided.

1. Open the invoice and, under the Payments section, click the payment allocation link for the payment you want to void.

1. On the Allocation screen, click Delete to unlink the payment.

1. Return to Billing → Payments (or open the payment from the client’s profile).

2. Click Actions → Void payment and confirm.

After you click Void payment:

• The invoice balance updates to reflect that the payment was removed.

• The payment record remains visible but is marked as Void.

FAQs

Can I unvoid a payment?

No. Once a payment is voided, it cannot be undone or edited within Caspen. You can, however, record a new payment if required.

Does voiding a payment affect linked invoices?

When a payment linked to an invoice is unlinked, the invoice balance automatically updates to show the outstanding amount. The payment then becomes separate from the invoice and returns to an unallocated state in the client’s payments list.

Voiding the payment itself does not affect the invoice. Only unlinking the payment changes the invoice balance.