Information Technology Services

Business Process: Payment Cancellation

There may be a circumstance where a payment needs to be cancelled.  For example if a check is voided, stale dated or stopped, the payment must be cancelled.  The payment can then be reissued if necessary.

Payment Cancellation:

• Accounts Payable>Payments>Cancel/Void Payments>Payment Cancellation

Bank SetID: NAU00

Bank Code: Choose the Bank where to payment was made (10 or 15)

Bank Account:  CHK

Payment Reference:  Type the Payment Reference Number if known

Payment Method:  Choose the type of payment to be cancelled, such as check or ACH

Search

Select the Payment to be Cancelled

Date Cancelled: Defaults to today’s date

Payment Status: Choose the appropriate status, Void or Stopped

Cancel Action:  Choose the appropriate action based on the payment being reissued inthe next Pay Cycle, re-issued but put on hold for further processing or not re-issued.

Hold Reason:  If put on Hold choose most appropriate reason for the hold

Description:  Give a short description of the reason for payment cancel.

Save

Payment Post:

• Accounts Payable> Batch Processes>Payments>Payment Posting

 

Choose “Add a New Value”

Run Control ID: UserID and a short description of the process.  Use “_” instead of spaces. 

Add

Note:  A new value only needs to be added the first time the process is run.  The run control ID can be found by searching on the “Find an Existing Value” tab.  All run control parameters will be saved under the run control ID used.

 

Request ID: 1

Description: Payment Post

Process Frequency: Always Process

Post Payment Options: Post Payment

SetID: NAU00

Bank Code:  Choose the Bank where to payment was made (10 or 15)

Bank Account: CHK

Payment Method: Choose the type of payment to be cancelled, such as check or ACH

Payment Reference:  Reference number of the payment cancelled

Run

 

Server Name: PSUNIX

Ok

Report Manager

Ensure the process runs successfully

Journal Generate:

• General Ledger>Journals>Subsystem Journals>Generate Journals

Choose “Add a New Value”

Run Control ID: UserID and a short description of the process.  Use “_” instead of spaces. 

Add

Note:  A new value only needs to be added the first time the process is run.  The run control ID can be found by searching on the “Find an Existing Value” tab.  All run control parameters will be saved under the run control ID used.

Process Frequency: Always

Application Business Unit: NAUBU

Ledger Group: Recording

From Date Option: Specify Date

To Date Option: Current Date

SetID: NAU00

Accounting Definition Name: APDEFN

From Date: 01/01/1901

Run

Server Name: PSUNIX

Ok

Ensure the process has run successfully.

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Predecessors:           

If a payment has already been reconciled it cannot be cancelled.