Reversing Unposted Payments

Owned by Knowledge Assistant
Last updated: Apr 04, 2024
Description of Issue

Need to delete or reverse an unposted payment.

Context
  • Accounts Receivable 
  • Payment Entry (arbilinq) 
  • Reversal
Cause
A payment in a non-GL posted batch of payments needs to be reversed. The batch can be unreleased or released, but it cannot be posted. 
Resolution

Identify if the Payment Entry Batch is released or unreleased as this will determine if an extra step is needed. If the batch is released, perform steps 4 through 7. If the batch is unreleased, skip steps 4 through 7.

  1. Navigate to the Payment Entry program either by searching or using the following path: General Revenues or Property Revenues > Payment Processing > Payment Entry.
  2. Click Lookup Batch (in 11.3 only) or Browse (11.3 or 2019.1+).
  3. Search for or select the batch containing the incorrect payment.
  4. If batch is Released: Click Resume Batch. If not, skip to step 8.
  5. A prompt will appear stating that the batch is already Released. Click Yes to change the status to unreleased.
  6. Click OK to confirm the batch is now unreleased.
  7. Click View Batch.
  8. Skip this step if steps 4-7 were used to resume a released batch. If the batch is unreleased, simply click View-Rev. 
  9. Double click or select the record to be reversed and click Accept.
  10. The Receipt Inquiry screen is displayed. Confirm this is the correct record that needs to be reversed. 
  11. Click Reverse.
  12. Choose a Reason Code.
  13. Optional: A Transfer To section is offered if this payment was misapplied where a Year, AR Category, and Bill Number can be entered. Then an option to PDF the record. This will reverse and re-apply the payment to another bill in the same step.
  14. Click Accept or hit ENTER. 
  15. If this is the only payment reversal from this batch, click Return. If another record needs to be reversed from this batch, navigate within this screen to the next record that needs to be reversed using steps 9 through 14. Click Return when finished.
  16. The Payment(s) are now reversed, user may continue taking payments in the batch if needed.
  17. If the batch is completed, click Output-Rel to release the batch for Payments Journal Posting.
Additional Information