This process allows cheques to be cancelled. When a cheque that has been drawn against a creditor is to be cancelled, the cheque details are requested. The system displays all the invoice details relating to the cheque and validates the entered cheque details against the details held on file. Valid entries create a cheque reversal transaction and the appropriate GL posting reversals are automatically created to preserve the integrity of the ledger. Checks are made for cheques being already presented or previously cancelled.
Payments other than cheques can also be cancelled using this process. The menu parameters need to be changed to reflect the Document type to be cancelled by the process. The Bank reconciliation file, if activated, is also updated by removing the cheque details from the unpresented cheque list.
- In the menu, expand Base Modules > Accounts Payable > Other > Payment Cycle > Other and double-click AP Cancel Payment Entry. APE040 Cancelled Payment Entry selection panel appears.
- Enter the following information, as necessary.
| Field | Description |
| Creditor | The creditor number for the creditor against who the payment is to be cancelled. |
| Payment method | This is the method in which payment was made to the bank. It cannot be changed. The Payment method selected determines the document type to be cancelled by this process (i.e. to determine payment made through cheque or EFT is to be cancelled). Document Types are established in TMSAP/DT. |
| Payment number | The reference number against the entry for the payment made. |
| Payment amount | The amount to be cancelled. |
- Click OK and the following payment cancellation details appear.
| Field | Description |
| Orig doc date | The date the creditor’s Invoice was entered into the system. |
| Orig doc no. | The creditor’s invoice number that was paid. |
| Document type | The type of document, for example, INV for Invoice, CRD for Credit Note or CHQ for cheque payment or EFT for Eftpos. |
| Document no. | The number for the document against which cheque is to be cancelled. |
| Cred ref | The reference which was given while the invoice was generated. This can be a manual Creditors Invoice number (or Credit Note or Claim number) taken from a document presented rather than the system generated Invoice/Credit Note number. |
| Payment | This is the amount of the payment in the creditor’s currency. The amount of the invoice that was paid will display and this payment amount is the amount to be cancelled. |
| Note | None of the above fields can be changed as they default from the payment cheque record. |
- Click OK to confirm that the correct details have been selected and that the cancellation should continue.
The message ‘Requested payment has been cancelled successfully‘ will display when the transaction has successfully completed. The cancellation flows through to the Bank Rec and GL.
