Void, Reissue, Stop or Hold a Payment - Process Help (R12)

Use these instructions to void, reissue, stop or hold a payment.

Prerequisites

  1. The payment must be processed in the business applications.
  2. The payment must be negotiable.
  3. The operating location placed a stop payment through Key Bank's Website (KTT) if the check is not in their possession.
  4. A one-day waiting period passed from when the stop payment was requested. This ensures that the stop is valid before the payment is voided.
  5. A special information type (SIT) must be established for the grants administrator designed to handle adjustments against closed Projects and Awards.

To Void, Reissue, Stop or Hold a Payment

Warning: Since voiding a payment is irreversible, you should have the payment you want to void in your possession, have proof that it has been destroyed, or place a stop payment before you record it as void. Review the invoices paid by that payment before you void it to make sure that you are voiding the correct payment.

  1. Select Payments: Entry > Payments to open the Payments form.
  2. Click the flashlight on the toolbar or select View > Find to open the Find Payments form.
  3. Enter the following fields on the Find Payments form:

    Field Name

    Required (R) or Optional (O)

    Description

    Payment Region

    Numbers

    R

    The payment document number or range of numbers.

  4. Click Find to return to the Payments form.
  5. Click the empty box to the left of a payment line to select it.

    Note: Make sure the Status field displays Negotiable for the payment you selected. You can't perform an action on a payment with a Voided status.

    Note: More than one invoice may be in a payment. See Invoices section for listing of invoices.

  6. Click Actions...1 to open the Payment Actions form.
  7. If you need to Initiate a Stop Payment:
    1. Select Initiate Stop.

    Note: The Initiate Stop indicator box only displays if a stop has not been placed on the payment.

  8. Click OK to go to the Caution form.
  9. Click OK to return to the Payments form.

    Note: After stopping a payment you can either release the stop to reset the invoice status to negotiable or void the payment to reverse the accounting and payment records.

    Warning: Initiating a Stop Payment only changes the invoice status in Oracle. To actually place a stop payment on a check, the operating location must do so through KeyBank’s Website (KTT).

    Release a Stop Payment:

    1. Click Actions...1 to open payment Actions form and select Release Stop.

    Note: The Release Stop indicator box only displays if a stop already exists on the payment.

    1. Click OK to go to the Caution form.
    2. Click OK to return to the Payments form.

Void and Reissue a Payment:

  1. Click Actions...1 to open payment Actions form and select Void.
  2. Select None from the Invoice Action List of Values.
  3. Click OK to go to the Caution form.
  4. Click OK to return to the Payments form.
  5. Click Actions...1 to return to the Payment Actions form.
  6. Select Create Accounting.
  7. Click OK to go to note form.
  8. Click OK to return to the Payments form.

Note: The payment status in the Payment field for invoices related to this payment is changed to Not Paid (unpaid), which makes the invoice available for reissue in the next payment run.

Note: You may modify invoices before the next payment run. To do so, refer to process help Modify an Invoice.

Void a Payment but Keep the Invoices on Hold:

  1. Click Actions...1 to open payment Actions form and select Void.
  2. Select Hold from the Invoice Action List of Values.
  3. Select a Hold Name from the List of Values. The reason will flood in.
  4. Click Hold to return to the Payment Actions form.
  5. Click OK to go to the Caution form.
  6. Click OK to return to the Payments form.
  7. Click Actions...1 to return to the Payment Actions form.
  8. Select Create Accounting.
  9. Click OK to go to Note form.
  10. Click OK to return to the Payments form.

Note: Invoices on hold will not be available for payment until the hold is released.

Note: To prevent voiding a payment in order to place an invoice on hold, place the hold before a payment is made (apply the hold to the invoice or scheduled payment).

Void a Payment and Cancel the Invoices:

Warning: Cancelled invoices cannot be modified.

  1. Click Actions...1 to open payment Actions form and select Void.
  2. Select Cancel from the Invoice Action List of Values.
  3. Click OK to go to the Caution form.
  4. Click OK to go to Note form.

Note: form will appear stating how many invoices were cancelled and not cancelled. For example, “1 invoices cancelled, 0 invoices not cancelled”. This message confirms if the invoice was cancelled. If the invoice was not cancelled, you must fix the problem with the invoice or else the invoice will reissue in the next payment run.

  1. Click OK to return to the Payments form.
  2. Click Actions...1 to return to the Payment Actions form.
  3. Select Create Accounting.
  4. Click OK to go to Note form.
  5. Click OK.

Note: When trying to cancel a payment against a closed award or an award passed the close date, you will receive a Note message in which it states the following: "One or more of the distributions are against closed awards or passed the close date of the award. If you choose an action of VOID, the only Invoice Action you will be allowed to choose is NONE. If NONE is chosen, then another payment will produce. Please contact your Accounts Receivable department to have the award opened prior to making any adjustments to the payment."