How To Void An Invoice

Voiding an invoice in LeagueApps cancels the invoice so it is no longer owed. This article shows you how to find an invoice and walks through the two ways to void it: voiding for a full refund, and voiding an invoice that you want reported as paid rather than refunded. 

If you need to cancel a charge, reverse a payment, or clean up an invoice that should no longer be collected, this is the right article to start with. 

Finding the invoice

There are two ways to locate the invoice you want to void. The first way is to search for the member directly:

1. Go to the search bar in the upper right-hand corner and type in the member's name.
2. Click on the member's name to open their member profile.
3. In the member profile, you will see three tabs: Registration, Waivers, and Invoices. Click on the Invoices tab to see all invoices associated with this member.
4. Locate the correct invoice and click on the invoice number on the left-hand side to open it.

The second way is to browse all invoices for your site:

1. Click on Manage at the top of the page.
2. Go to the Financials section on the right-hand side, then open Invoices. Here you will find all the invoices associated with your site.
3. Locate the correct invoice and click on the invoice number to open it.

Option 1: Void the invoice for a full refund

Use this option when you want the member to be fully refunded. With this option, any remaining amounts due will still be present on the invoice after the void is complete, though these amounts due cannot be paid. 

This may be a good option if you want to retain a record of the amount due on the invoice after it was voided. See Option 2 if you want to remove the amount due first. 

1. With the invoice open, click the three dots icon in the upper right-hand corner.
2. Click Void Invoice.
3. Add any notes you would like in the notes section.
4. Submit to complete the void.

If no payments have been made on the invoice, there is nothing to refund and the invoice will simply be voided.

Option 2: Remove outstanding balances first

Use this option when you want to zero out any outstanding balances before voiding the invoice. This is a good option when the invoice has no payments on it and simply needs to be cancelled.

However, as with Option 1, voiding an invoice will always issue a full refund on any electronic payments. 

1. With the invoice open, click the three dots icon in the upper right-hand corner.
2. Click Change amount billed.
3. Zero out the invoice by entering the negative of the current amount. For example, if the amount due is $10, enter -10 to bring it to zero.
4. Add any notes you would like in the notes column.
5. Click the green Submit button, then click Continue.

The status of the invoice will now show as paid. Next, void the now-paid invoice:

1. Click the three dots icon in the upper right-hand corner again.
2. Click Void Invoice.
3. Add any notes you would like in this section as well.
4. Click the green Submit button, then click Continue.

The status of the invoice will now show as voided.

Frequently Asked Questions

I am getting an error that some refunds can't be processed because the payments are still pending. What do I do?

If the invoice has bank/ACH payments, these can take up to 10 business days to settle and can only be eligible for a refund once that settlement has completed. Check the transaction dates at the bottom of the invoice to see when the bank/ACH payments will be eligible for a refund.

How Bank Payments (ACH) Work

Can voids be reversed?

No, voids are final and irreversible. Voided invoices can no longer accept payments nor be adjusted.

I voided an invoice but all the payments were not refunded. Why is that?

Even with voids, the transactions are subject to our refund windows. It is likely that some of the transactions fall outside our refund window and therefore cannot be refunded via a void.

LeagueApps Gateway Refund Limits and Procedures