Overview of Payload Payment Refunds and Voiding Invoice
48 steps
4 minutes
Review the Invoice
1
Navigate to the Paid Invoice on the front-end of the system.
2
Click the Action Button for the Payment Details.
3
The table with the Payload Transaction Detail will populate
4
Click "Close"
5
The Payload Transaction ID: (txn_3ehIv8C4ZXbP51GPLmpew) will be displayed on the Invoice. This ID is generated by Payload and can be used on the Payload Profile to locate the invoice and its payment history.
6
The Audit Logs of the invoice provide a detailed history of its creation, adjustments, and payment transactions made by any user.
Record the Deposit
Once a Payment is received on an Invoice, Payload will take 2–4 business days to process it. After processing, the Deposit will be available in the BE Accounting module for recording.
7
Click "Accounting" to navigate to the interface.
8
Click the "Quick Actions" menu.
9
Click "New Payload Deposit"
10
Use the small calendar icon to search for the Payload Deposit.
11
Click "Search"
12
Click the corner checkbox to select all Payload Deposits to record.
13
Click "Deposit"
14
Ensure that the correct Bank Account and the Deposit Date are correct.
15
Check that the Deposit amount matches what was received in the Bank Statement from Payload.
16
Click "Save"
17
Click "OK"
Refund the Invoice
18
Navigate to the Invoice on the front-end of the system.
19
Click the "Refund Invoice" button.
20
Select the Payment.
21
Add a description on the text field.
22
Click "OK"
23
Click "OK"
Void the Invoice
24
Click the "Void Invoice" option from the "Edit Invoice" button.
25
Select the "Others" option.
26
Add a description on the text field.
27
Click "OK"
28
Click "OK"
29
The Invoice will show a "Voided" status.
30
The Audit Logs will show the activity of the Invoice.
31
Click the "View in Accounting" button.
32
The Invoice will show a "Void" status in the Accounting module.
Record the Refund
Once a Refund is received on an Invoice, Payload will take 2–4 business days to process it. After processing, the Refund will be available in the BE Accounting module for recording.
33
Click the "Quick Actions" menu.
34
Click "New Payload Deposit"
35
Use the small calendar icon to search for the Payload Deposit with the Refund.
36
Click "Search"
37
The Refund will show highlighted in yellow and with a negative amount.
38
Click "Close"
39
Click the "Quick Actions" menu.
40
Click "New Bank Deposit"
41
The Undeposited Funds page will populate. Ensure that the correct Bank Account and Date are selected.
42
Click the "Add Line" button.
43
Select the General Ledger Account associated with the Invoice.
44
Reference the Invoice on the Description field.
45
Add the Amount of the Invoice as a negative.
46
Select the Class tied to the Agent.
47
Click "Save"
48
Click "OK"
