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Voiding payments and what to expect

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Anna L.
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ePayments

ePayments have a Void Deadline of 1PM PT on the business day before the deposit date

 

Vendor Direct payments

Vendor Direct payments can be voided prior to being authorized (i.e., before the vendor enters the single use virtual card number into their merchant card processing system and gets an authorization code) Once the Vendor Direct payment has been authorized, it cannot be voided

 

Check Payments

A check payment may need to be voided due to the following reasons:

  • Check payment was returned due to an invalid mailing address
  • Check was mailed to the wrong address and hasn’t been returned
    • Confirm the vendor address completely matches the address indicated on the corresponding nvoice. Review the vendor audit trail to identify address changes that may have occurred before OR after the payment process date. The payment address is 'locked' at 12:01 am on the process date.
  • Check payment was lost or misrouted by the US Postal Service
  • Vendor has received the payment, but has not yet deposited payment
    • Account number or invoice number was not included: If the account number for a given vendor is not specified in the vendor profile, this field will be left blank on the check. Review the vendor profile to see if an account number has been designated.
    • Invoice image from check stub was discarded: Although we include the first page of the invoice on the check stub, utilities, municipalities, and large financial institutions often discard the check stub before processing payments. We recommend including the account number in the vendor profile to help ensure payments are applied to the correct account.
  • Vendor has returned the check to you
    • If a check to a vendor will not be deposited, void the payment in Bill.com. When a check is voided, we issue a stop payment. There is no need to return the check to us. Simply destroy the check after it has been voided in the system.

 

Options for dealing with a missing check

If the vendor has not yet received their check, there are three (3) options:

  • Continue to wait for the vendor to present the check for payment
  • This is recommended if check 'arrives by' date is several days prior
  • Void the check and credit the funds back to your account
  • Void the check and reissue a new check payment to your vendor

 

Void and Reissue

  • No adjustment is needed in your accounting software
  • We will reissue the same payment, with any new vendor details (for instance, new address or payment method)
  • We pull vendor and account details, but the payment amount remains the same 
  • We do not re-debit your bank account 

 

Void and Credit

  • We may not be able to process Void and Credits immediately - we must check with our bank, to ensure the item has not been presented for payment. You may see “Void Pending” on the Payment page during this time. Once we receive confirmation, we start the crediting process.
  • Once we have started the Void and Credit process, the payment will show as voided in your Bill.com account
  • The bill will show as Unpaid. If the bill does not need to be paid, you should either edit the bill, delete the bill or mark it as already paid so it is not accidentally paid again in error.
  • A credit may take 2-5 business days from the date of the void request, depending on when the funds were debited from your account


Void check service fees

Check that has been lost in the mail

Check payment is lost in the mail, has not been received by the vendor and has not been returned to sender.

There will be a $25.00 service fee to issue a stop payment on an uncleared lost check

  • Higher fee for higher risk because check has not been returned to us by USPS and we have to take steps to ensure the check isn’t cashed

Check that has been returned to Bill.com by USPS

Check payment was sent to an incorrect address and was sent back to Bill.com by the post office. Checks cannot be mailed in directly to the address on the envelope. The PO Box will only accept mail returned within the USPS internally. The $25 fee will not be avoided by mailing the check in manually.

There will be a $3 service fee to void and reissue a check returned to Bill.com by the USPS

  • Lower fee for lower risk because the check has been returned to us and we can destroy it, no chance of it being cashed

Fees do not apply to:

  • ePayment and RPPS cancellations or voids
  • Check voids requests that are not processed
  • Void & credit: USPS-returned checks that will be voided and funds credited back to the account
  • Expired checks (checks that auto-void after 90 days from the date of issue)

 

Syncing Void and Credits

  • Which accounting system do you sync with?
    • QuickBooks Online, Xero, Sage Intacct or Oracle NetSuite
      • The void will sync back to your accounting system, and no further action is needed
    • QuickBooks for Windows or QuickBooks Enterprise
      • While the credit back to your bank account will sync back to your bank account register, the void will not sync back to your accounting system. The payment must be voided manually in the accounting system.
  • If you subsequently edit or delete the bill in Bill.com, those changes will sync. Deleting the bill in the accounting software before Bill.com has had a chance to sync the void will cause an error. If this happens, contact Support to mark the bill update not to sync.

 

Things to know

  • ePayments have a Void Deadline of 1PM PT on the business day before the deposit date
  • We stop payment on voided checks so we recommend that you provide the voided check number to the vendor and instruct them not to cash the voided check, just in case it reaches them
  • When a check has been returned, an email notification will be received by users that are verified on the originating bank account
  • The Payments out tab on the dashboard will only show payments with a process date within the last 30 days
  • To see payments with a process date more than 30 days out click on the Payments Out link in the left-hand navigation bar
  • Checks are printed with the words Void after 90 days. On the 91st day after the date of issue, the check expires. Bill.com will automatically void the payment, return the funds to the payer’s bank account, and revert the associated bill as Unpaid

 

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