How to reverse a customer payment receipt

Reverse a payment receipt when a posted customer payment was recorded incorrectly or must no longer be applied. The reversal preserves the original receipt and its accounting history while marking the receipt void. Before using it, confirm what happened to the actual money: a Versa reversal does not return funds to a customer or undo a bank transaction.

Check the payment before reversing it

Open Invoices > List Payments in the correct entity and find the receipt. Open View and compare its customer, amount, payment reference, payment method, related invoices or order, and accounting transaction with the remittance and bank record. Make sure it is the receipt that needs correction, especially when a customer made more than one payment of the same amount.

Reversing from the receipt page requires Accounts Receivable Full Access and the GL Posting permission. The Reverse action is not shown for a receipt already voided or marked historical. If the payment appears in a deposited receipt batch or a completed bank reconciliation, ask the finance owner to review the correction first. The deposited-batch confirmation warns that its posting may need a separate manual adjustment.

Reverse the receipt

1. On the receipt's View page, select Reverse.
2. Read the confirmation. If the receipt belongs to a deposited batch, note the batch identifier and the warning about manually adjusting the batch posting. Continue only after finance has decided how to handle that deposit and any bank clearing.
3. Confirm the reversal. Versa creates a reversing accounting transaction and marks the original receipt and its applications void. It returns you to the receipt page.
4. Check the receipt's void status and the related invoice or order balance. From List Payments, use Voided Payments or Show reversed? when you need to find the original later.

Finish the correction outside the receipt

If the customer actually paid, record the correct replacement payment using the appropriate payment workflow, then check which invoices it covers. If money must be returned, arrange and record the refund through your approved bank or payment-provider process. A reversed accounting entry is not evidence that a bank refund occurred.

When the original receipt was part of a deposited batch, compare the deposit posting, bank statement, and reconciliation before making any correcting entry. Do not assume reversing the receipt changed the bank deposit automatically. Keep the original receipt, reversal, replacement payment or refund, and any bank adjustment together for the finance review.

For the ordinary payment-entry path, see How to Record a Payment for an Invoice. For the bank check, see Reconciliation of Bank Accounts.

If Reverse is unavailable

Confirm that you opened the intended receipt in the correct entity. A voided or historical receipt does not show Reverse. You also need Accounts Receivable Full Access and GL Posting; ask your administrator to check those permissions if the action is missing. If the receipt has no posted accounting transaction, ask finance to review the appropriate correction instead of treating it as a posted-payment reversal.