Void a Transaction
Voiding marks a transaction as void so its amount is reversed from all balances. The original transaction stays in the ledger as an immutable audit record — nothing is deleted. Use voiding when a payment was recorded in error, entered as a duplicate, or needs to be corrected.
Who can do this: Finance Managers and Account Owners. This action is restricted to supervisory roles.
Voiding is permanent and cannot be undone. The voided transaction remains in the ledger for audit purposes. If you need to correct a financial field (amount, method), use the void-and-replace pattern described below.
Void an inflow transaction
Open the entity from the Collection Queue
Navigate to the Collection Queue and find the vehicle with the transaction you need to void. Click the entity card to open the Financial Modal.
Find the transaction
In the Financial Modal’s Collections sub-tab, locate the event row that contains the transaction. Expand the row to see recorded transactions. Transactions in State B (has recordings) show each transaction with its amount, method, date, and receipt reference.
Open the void flow
Click the void action on the transaction row. The VoidFlow panel opens inline, showing a summary of the transaction being voided:
- Receipt reference
- Amount and currency
- Direction (inflow or outflow)
- Payment method
- Transaction date
Select a void reason
Choose a reason from the dropdown. For inflow transactions (money received), the available reasons are:
| Reason | When to use |
|---|---|
| Recorded in error | The transaction should not have been created at all. |
| Duplicate entry | The same payment was recorded twice. |
| Customer cancelled | The customer reversed or cancelled the payment. |
| Wrong amount | The amount was incorrect and needs to be re-recorded. |
| Wrong payer | The payment was attributed to the wrong contact. |
| Other | Any reason not covered above. A free-text note is required. |
Enter a reason note
A free-text reason field is required. Describe why the transaction is being voided. This note is stored permanently with the voided transaction in the ledger for audit trail purposes.
Confirm the void
Click the void confirmation button. On confirmation:
- The transaction is marked as voided.
- The amount is reversed from the entity’s balance.
- The EntityCard in the Collection Queue updates immediately.
- The voided transaction remains visible in the ledger with a VOIDED badge.
- A success toast confirms the action.
Void an outflow transaction
The process for voiding an outflow (money paid to a vendor) follows the same steps, accessed from the Pay sub-tab or the entity’s Financial Modal. The void reasons for outflow transactions are:
| Reason | When to use |
|---|---|
| Recorded in error | The payment should not have been created. |
| Duplicate entry | The same bill was paid twice. |
| Wrong amount | The amount was incorrect. |
| Wrong payee | The payment was attributed to the wrong vendor. |
| Vendor refunded | The vendor returned the money. |
| Other | Free-text reason required. |
Void-and-replace: correcting financial fields
Some fields on a transaction are considered financial and cannot be edited directly after recording. These include the amount, payment method, and contact (payer/payee). When you need to correct a financial field, use the void-and-replace pattern:
Void the original transaction
Follow the void flow described above. Select a reason that matches the correction (e.g., “Wrong amount” or “Wrong payer”).
Record the replacement transaction
After voiding, the event row returns to a state where a new recording is possible. Record a new transaction with the corrected values.
Audit chain preserved
The replacement transaction is automatically linked to the voided original. This creates an audit chain:
- Original transaction (voided) — shows the incorrect values.
- Replacement transaction (active) — shows the corrected values.
- Both are visible in the ledger, providing a complete correction history.
This pattern ensures that the financial record is never silently altered. Every change is traceable.
Editing non-financial fields
Not every correction requires a void. The following fields can be edited directly on an existing transaction without voiding:
| Editable field | Example use case |
|---|---|
| Payment method | Changing from “Bank Transfer” to “Cheque” when the method was mis-selected. |
| Reference | Updating a cheque number or transfer reference after the fact. |
| Bank name | Correcting the bank name on a transfer or cheque. |
| Notes | Adding or updating internal notes. |
| Transaction date | Adjusting the date if it was recorded on the wrong day (subject to day-close rules). |
These edits are saved immediately and do not create a void record or a new transaction.
Day-close enforcement
Voiding is subject to the same day-close rules as recording:
- Open day: Transactions on the current open day can be voided normally.
- Closed day: Transactions on a closed day cannot be voided. The system blocks the operation and returns an error.
This prevents retroactive changes to reconciled days. If you discover an error on a closed day, the correction must be made as a new adjusting entry on the current open day rather than voiding the original.
The day-close protection is enforced at the server level, not just the UI. Transactions on a closed day cannot be voided through any means. This ensures the integrity of your reconciled financial records.
What happens to balances after voiding
When a transaction is voided, all derived balances update immediately:
- Entity balance: The voided amount is subtracted from the collected total. If you void a AED 2,000 cash payment on an entity with AED 5,000 collected, the collected total drops to AED 3,000 and the outstanding balance increases by AED 2,000.
- Collection Queue totals: The “Collected today” header updates to exclude the voided amount.
- Day Close totals: If the void occurs before day close, the expected cash count adjusts accordingly.
- Cashflow calendar: The voided amount is removed from the date’s inflow or outflow total.
- Dashboard metrics: AR aging, collection rate, and other dashboard metrics recalculate to exclude the voided transaction.
The EntityCard may regain a PARTIAL badge or lose its “Fully Paid” status depending on the new balance after voiding.
Voiding scenarios
Duplicate cash entry at Sharma Motors Mumbai
A cashier accidentally records the same AED 1,200 cash payment twice. They notice the duplicate on the entity card (balance shows AED 1,200 overpaid). They open the Financial Modal, find the duplicate transaction, void it with reason “Duplicate entry”, and the balance corrects to the proper outstanding amount.
Wrong amount on a bank transfer at Tanaka Auto Service Osaka
A bank transfer of JPY 85,000 was recorded, but the actual transfer was JPY 58,000 (digits transposed). The cashier voids the original with reason “Wrong amount”, then records a new transaction for JPY 58,000. The ledger shows both the voided original and the corrected replacement linked together for audit purposes.
Customer cancelled payment at Santos Body Works Sao Paulo
A customer paid by card but then called to cancel the repair. The service advisor voids the card payment with reason “Customer cancelled”. The balance reverts to the original amount. The actual card refund is processed through the payment processor’s dashboard.
Common questions
Can I void a transaction from a previous day? Only if that day has not been closed. Once a day is closed, its transactions are locked. Record an adjusting entry on the current open day instead.
Who can see voided transactions? Voided transactions remain visible in the ledger and transaction history to all team members with BayPay access. They are displayed with a VOIDED badge and struck-through styling.
Does voiding affect reports and analytics? Yes. Voided transactions are excluded from all aggregate calculations — collection totals, cashflow, AR aging, and dashboard metrics. They appear in the detailed ledger view for audit purposes but do not count toward operational numbers.
Can I void a transaction that was auto-recorded from a payment link? Yes. Auto-recorded transactions from payment links follow the same void rules as manually recorded ones. Void it through the Financial Modal like any other transaction.
What if I void the wrong transaction by mistake? Since voiding is permanent, you cannot un-void. Instead, record a new transaction for the same amount and method to restore the balance. The ledger will show the original, the void, and the new entry — all traceable.