Void Transactions

You can void payments, refunds, or stipends for a student in the student’s ledger card.

Important: Voided transactions cannot be edited, deleted, or reversed/un-voided due to Regulations.

When voiding a transaction, the transaction date on the VOID transaction cannot be earlier than the date of the original transaction. Therefore, the transaction date on the VOID transaction is the latest date of following dates:

• Transaction date of the original transaction

• The campus' minimum transaction date

• Current (system) date

If Anthology Student is integrated with Anthology Finance & HCM:

• Checks posted directly to the Student Ledger can be voided from Anthology Finance & HCM.

• Checks that were issued from Anthology Finance & HCM cannot be voided in Anthology Student. You can only void these checks in Anthology Finance & HCM and the status is updated in Anthology Student by default. However, unposted transactions cannot be voided.

• Checks that were successfully voided in Anthology Finance & HCM are associated with a second voucher. Anthology Student is updated in real time to reflect the voided status.

  • For checks that were voided without a reissue, an indicator is posted to Anthology Student

  • For checks that were reissued after a void, an indicator is posted to Anthology Student

    Two new transactions are created in Anthology Student to indicate the void and pending check (Check Num is set to 0). The transaction will be in an unposted state initially. The transaction with the pending check is then updated to include the new check number, and is then displayed as a posted transaction.

• Voided transactions initiated in Anthology Finance & HCM are displayed the same way as if the void was initiated in Anthology Student.

• Options to void a refund or stipend check are disabled in Anthology Student to ensure that the finance department retains control of voiding checks

• Voids initiated in Anthology Finance & HCM are logged in the change history log in Anthology Finance & HCM and Anthology Student.

   Review the training (Anthology Academy registration and login required):

Void a Payment (6 min.)

Prerequisites

You must have:

• Common - Student - View authorization

• Student Accounts - Student Account Transaction - Edit authorization

Access Method

Select the Students tile > select the name in the Students list > expand Student Accounts > select the Ledger Card tile.

Procedure to Void Charges

1. Click the Transactions tab.

2. Select the student's Program Version.

3. Filter the transactions by Term or Payment Period.

4. Select a transaction for a payment or a refund and click More > Void.

5. Specify the following details.

   Previous Year Indicates the refund transactions made in the current tax reporting year that are associated with a single payment made in a previous year. This check box is editable except when: a. Fund Source configuration is a Scholarship or Grant and the 1098-T option in Fund Source configuration is not selected. b. Fund Source of Other is specified as Grant and the 1098-T option in Fund Source configuration is not selected. Reschedule Select Reschedule to include the transaction the next time the Refunds/Stipends process is run. If you need to repost a voided transaction that was accidentally voided, the best practice is to select the Reschedule check box whenever you void a refund transaction. This ensures that the voided refund reschedules for another refund with the same amount. If the Reschedule option is not selected while voiding, you need to post a manual payment for the student or post another refund.

   Note Note or comment specified for the transaction adjustment.

6. To save the adjustment, click the Void button.  The transaction is saved with the VOID prefix.