How-to Reverse Payment On An Invoice

When a mistake is made applying a payment to an invoice it is necessary to reverse the payment to correct the error. This article covers the specific procedure to do this.

When an invoice is marked Paid In Full and has no balance due the payment was either applied to the individual reservations or the total or partial amount of the invoice itself.

Reversing Payments applied to individual reservations

1. Click on the Receivables icon on the toolbar.
2. Click on Invoices tab and select Paid for the Paid Status.
3. Select the correct invoice and click on the invoice number.
   Note: The search feature can be used for narrowing down the invoices displayed.
4. For each confirmation number on the invoice the payment window can be accessed directly by clicking on the linked Trip Total in the invoice.
5. Select the payment to be reversed in the Posted Transaction list which will populate the Credit Card #, Exp. Date, Name, Address, Amount, Authorization #, and Transaction ID fields with the data saved in the original payment transaction. Then either select Void or Credit and click the Submit Transaction button on bottom right.
   Note:Transactions that have happened within 24 hours can be voided and transactions older than this must be a credit.
6. For all non credit card transactions select the Posted Transaction and click the Refund button on the bottom right.
7. Repeat this process for each trip on the invoice.
8. After all the trips have had payment reversed the invoice will no longer be marked Paid In Full and will now show the complete Total Due.

Reversing a payment applied to an invoice and not individual reservations

1. With the invoice open click on the Payment link at the top right of the invoice. This will open the payment window.
2. Select the posted transaction this will load the transaction information. You can then adjust the total to be processed or the leave the invoice total for a complete reversal. For credit card transactions select Void or Credit. Once selected click the Submit button on the bottom right.
   Note:Transactions that have happened within 24 hours can be voided and transactions older than this must be a credit.
   For all other transactions once the Posted Transaction is selected you can change the amount to be refunded or refund the total amount by clicking the Refund button on the bottom right.
3. Once the reversal is processed the invoice will no longer be marked Paid In Full.