Staff members can void credit card transactions made using the virtual terminal or card swiper payment methods. This will return funds instantly to the client, unlike refunds, which may take up to ten days.
Voids can only be performed on credit card transactions. For any other payment methods, you must issue a refund instead.
When voiding a transaction, the purchase amount remains as a pending transaction on the client's credit card statement for several business days. It won’t convert to a posted transaction until the card issuer removes the pending status.
The original transaction will also remain on the client’s profile with a status of Voided. A new transaction with a status of Void will appear on the client’s profile when the amount owed to the client is returned to them.
Caution: Voids can’t be undone, nor can they be edited in your Reports or otherwise. When voiding or refunding a transaction or purchase, double-check that all the information you’re about to submit is correct.
Key tips before you begin
If you attempt to refund a transaction before its batch is processed, the transaction will automatically be voided instead. The refund for that transaction will fail and display the Failed Refund status. For more information, see Transaction batches and refunds.
If you receive an error message when attempting to void a transaction, this means the batch has already been processed. After the batch has been processed, a refund must be issued to return the funds to the client’s account.
Void a transaction from a client’s profile
To void a transaction from a client’s profile, follow these steps:
On the Top Nav Bar, click the Search button
and enter the client’s information in the box.In the list of clients displayed, click the client’s name.
On the side menu, click Account > Transactions.
In the list, find the transaction you want to void. Use the Search option or filter the list to easily find the item.
Under the ACTION column, click the More button
and select Void Transaction from the list.If you’re voiding a payment on a Purchase Option and want the void to be displayed on the payment schedule, set the Reflect in payment schedule option to ON. The amount that was refunded will be considered owed to the business and may affect the amount of the next payment.
At the bottom of the page, click VOID.
Void a transaction from the All Transactions Report
To void a transaction from the All Transactions Report, follow these steps:
Click the App Drawer button
then click View All > Reports > Sales > All Transactions Details.In the list, find the transaction you want to void. Use the Search option or filter the list to easily find the item.
Under the ACTION column, click the More button
and select Void Transaction from the list. If you’re voiding a payment on a Purchase Option and want the void to be displayed on the payment schedule, set the Reflect in payment schedule option to ON. The amount that was refunded will be considered owed to the business and may affect the amount of the next payment.
At the bottom of the page, click VOID.