Cancel Payment

Once payments are applied, they cannot be modified in Payment Entry. You must then cancel the payment by using this option and entering a separate batch of payment cancellations. Payment cancels are automatically applied to a carrier’s account as negative amounts. A cancel payment cannot be entered unless it matches a payment amount for that particular carrier.

Note:

Payment cancellations should not be entered when a billing run is in process.

To enter payment cancels:

• Select Cancel Payment from the Account Payments menu to display the Cancel Payment batch screen.

  
• Enter batch default information on the sign-on screen.

  Field	Type	What to enter
  BATCH ID	open (10)	Enter an ID for this batch of account payment cancellations.
  DESCRIPTION	open (30)	Enter a description of this batch.
  CANCEL DATE	date	Type the date on which you are entering this batch. The current date defaults.

• Select Accept to accept the default information and display the Account Payment Cancel Batch screen.

  
• Enter the payment cancels for each account, one after another.

  Field	Type	What to enter
  ACCOUNT	setup	Specify an account (enter the carrier/dealer’s name, ID, social security number, telephone number or route ID).
  CHECK	open (8)	Enter the check number of the original payment. Enter “*” to include all check payments.
  AMOUNT	decimal (11)	Enter the amount of the account payment.
  DATE	date	Enter the date this payment was made (you can leave DATE blank).
  CASH BATCH	setup	Enter the batch ID in which the account payment was initially entered, or enter a question mark to include all batches.

• Circulation will search for a payment that matches the criteria you have entered. If it finds a match, it will allow you to enter more payment cancels; if it cannot find a match, you will have to reenter the payment information.

• When you have finished entering payment cancels, press F4 and select ACCEPT to apply the payment cancels to the accounts and return to the main menu.