Voiding a Cash Payment made by Another User

Voiding a Cash Payment made by Another User

Whether it's fixing a mistake or giving a refund, if one person posts a payment and another person posts a refund or void, it can initially appear to cause discrepancies in their individual cash reports. However, by the end of the day, everything balances out.

In the event of a refund

The user who originally posted the payment typically dropped the corresponding cash amount at the end of their shift. However, when another user posts a refund, they will need to process the refund from the cash fund available because the original payment amount is no longer available in the drawer. Adjustments in such cases may require the involvement of a manager.
This is why, to prevent any confusion during the night audit when closing the day, it's crucial that as much as possible, a cash payment should always be refunded or voided by the user who initially posted it.

In the event of an accidental or erroneous entry

The user who entered the mistake couldn't perform a cash drop because they never physically received the money. Likewise, the user who needs to void or issue a refund to correct the error won't have any physical cash to take from the cash drawer because the initial payment wasn't physically received. However, in the "Operator Cash Out" totals, each user's transaction will be listed under their respective name.

What happens when a different user refunds or voids a payment posted by somebody else?

By the end of the day, both transactions, including the payment and the void, will appear under each user's account:
- The user who entered the erroneous payment will have a record of the cash that was posted (although it was not physically dropped). If this happens, then the "Reported" column should stay at $0.00.



- The user who initiated the refund or void will have a record of the refunded cash, even though it was never actually received, as they are correcting the error. If this happens, then the "Reported" column should stay at $0.00.



- Taken all together, each action will offset the other.


    • Related Articles

    • The difference between Refund and Void a Payment

      Refund vs Void The distinction between a Refund and Void of a Payment lies in their implications. A refund involves reversing a transaction that has already been processed, creating a debit adjustment to offset the original credit entry. It signifies ...

    • Operator Cash Out Report (Cloud) 🎥

      ? Watch Video The Operator Cash Out report provides a comprehensive overview of payment activities for the current day, allowing you to view this information on a global scale, by individual user, or categorized by payment type. This report offers ...

    • Pre-Audit CheckList - Operator Cash Out Report (Cloud) 🎥

      ? Watch Video The Operator Cash Out report shows the total of payments posted per user and the detail of each user. Path: Accounting > Night Audit > Run Audit. 1. Click View in the middle. 2. The report has 2 sections: the Operator Totals and the ...

    • Void a Charge/Payment in a Folio (Cloud) 🎥

      ? Watch Video Voiding a charge is a necessary step when correcting an error, and it involves a process that includes entering the reason why the void is initiated. Only primary charges can be voided, any secondary/associated charges like a tax ...

    • Check In Guest with Cash (Cloud) 🎥

      ? Watch Video Path: Front Office > Reservations > Search and Open the Reservation 1. Choose Check-In from the Toolbox on the right. 2. Any prepaid deposit will show as well as the remaining amount to be paid. 3. Choose Cash as the Method of Payment ...