Void a City Ledger Payment (Cloud) 🎥
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Voiding a City Ledger payment removes a previously posted payment from the account’s transaction history before the payment has been settled or finalized. This action is used when a payment was entered in error or needs to be reversed prior to settlement. Once a payment has settled (for example, when a credit card transaction is finalized), it cannot be voided. In that case, any corrections must be handled on the original folio or through refund entries as appropriate. This article explains how to locate and void a City Ledger payment in Visual Matrix Cloud.
Path: Accounting > City Ledger > Account Listing > Select the CL Account > Payments
Instructions
To void a payment on a City Ledger account, locate the payment in the payment list and remove it before it settles.
1. Locate the Payment to Void. In the Payments section of the Account Detail screen, find the payment you want to void.
Verify the following before proceeding: Date, Type, Amount, and Reference/Account Info. Confirm this is the payment entered in error.
Only payments that have not yet settled can be voided. Payments that have settled must be corrected through appropriate refund or folio adjustments — see the Important Notes section below.
2. Click Void Payment. With the payment selected:
- Click Void Payment to remove the payment from the City Ledger account.
- The system will prompt you to confirm the action. Confirm to complete the void.
When You Cannot Void a Payment
- Once a payment has settled (for example, credit card settlement through the processor), it cannot be voided in Visual Matrix Cloud. In those cases:
- Corrections must be handled on the original folio, not in the City Ledger account.
- Refunds and adjustments must be recorded on the folio side so accounting remains accurate.
- Refer to the City Ledger FAQ for guidance on how to handle settled credit card payment corrections.
Once a payment has been voided, it cannot be reinstated. If a payment is voided in error, it must be reposted and then reapplied to the appropriate invoices.
Unapplied vs Applied Payments
- Unapplied payments (not yet applied to invoices) can be voided directly.
- Applied payments must be unapplied from invoices before they can be voided.
- If an applied payment cannot be selected for voiding, first unapply it from the invoice.
Still Need Help With This Topic?
Ask Yourself:
- Is this the correct payment you intend to remove?
- Has the payment already settled?
- Is the payment currently applied to an invoice?
- Did you verify the payment type and amount?
Support May Ask You:
- The City Ledger account name or number
- The payment reference (check number, transaction ID)
- Whether the payment is applied or unapplied
- Whether the payment has settled
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