Canceling and Voiding Payments

With Intelligent Payment Automation (IPA), you can cancel and void payments. The following table lists payment statuses where you can cancel and void payments. Do note that some of them may incur charges.

Payment Status	Action Needed	Result
For Submission - Payment pending approval.	Approver goes to Payment Processing > Payment Run, clicks the Payment Run ID, and rejects the payment run.	Payment won't be created and the transactions can be paid in the next payment run.
For Submission - Payment not yet submitted to BILL for processing.	Go to Payment Processing > Payments to Submit, then click the Reference No. of the payment record to view the bill payment. Click Void and click OK to confirm the action.	Payment status updated to Voided and the transactions can be paid in the next payment run.
Scheduled - Payment sent for processing but funding request not created.	Go to Payments and Vendors > Payments, then click the Reference No. of the payment record to view the bill payment. Click Void and click OK to confirm the action.	Payment status updated to Canceled and the transactions can be paid in the next payment run.
Processing - Funding request created but not completed.	Go to Payments and Vendors > Payments, then click the Reference No. of the payment record to view the bill payment. Click Void and click OK to confirm the action. Note: The Void button is displayed only till the funding request isn't completed at BILL.	Payment status is updated to Void Pending. The payment status is updated to Voided after confirmation is received from BILL. This usually takes one to two business days. After the payment status is updated to Voided, the transactions can be paid in the next payment run. The funding amount is credited back to your source bank account.
Payment Sent - Only for Checks and VCards.	Go to Payments and Vendors > Payments, then click the Reference No. of the payment record to view the bill payment. Click Void and click OK to confirm the action. Note: When the payment status is Payment Sent, ACH payments can't be voided.	Payment status is updated to Void Pending. The payment status is updated to Voided after confirmation is received from BILL. This usually takes one to two business days. After the payment status is updated to Voided, the transactions can be paid in the next payment run. You need to inform your vendor that the payment was canceled. Important: You are charged for the stop payment request. For more information about charges and fees, see Payment and Transaction Related Questions.
Paid - Payment is credited to vendor.	None	When payment is credited to the vendor, you can't void the payment.
Data Error - Payment not processed due to missing vendor bank details or other error.	Payment is auto-voided.	Payment status is updated to Void Pending. The payment status is updated to Voided after confirmation is received from BILL. This usually takes one to two business days. After the payment status is updated to Voided, the transactions can be paid in the next payment run.
Payment Returned - Check payments have expired after 90 days or payments to your vendors through Wallet remains unclaimed.	BILL contacts you about the payment and update the payment status in their system. If BILL updates the payment status to Voided in their system, you can void the payment in NetSuite. Go to Payments and Vendors > Payments and click the Reference No. of the payment record to view the bill payment. Click Void and click OK to confirm the action. Note: For payments with the Payment Returned status, payments won't be auto-voided.	Payment status is updated to Void Pending. The payment status is updated to Voided after confirmation is received from BILL. This usually takes one to two business days. After the payment status is updated to Voided, the transactions can be paid in the next payment run.
Failed - Funding was not successful. Payments is canceled.	Payment is auto-voided.	Payment status is updated to Failed and the transactions can be paid in the next payment run.

Payment Status

Action Needed

Result

For Submission - Payment pending approval.

Approver goes to Payment Processing > Payment Run, clicks the Payment Run ID, and rejects the payment run.

Payment won't be created and the transactions can be paid in the next payment run.

For Submission - Payment not yet submitted to BILL for processing.

Go to Payment Processing > Payments to Submit, then click the Reference No. of the payment record to view the bill payment.
Click Void and click OK to confirm the action.

Payment status updated to Voided and the transactions can be paid in the next payment run.

Scheduled - Payment sent for processing but funding request not created.

Go to Payments and Vendors > Payments, then click the Reference No. of the payment record to view the bill payment.
Click Void and click OK to confirm the action.

Payment status updated to Canceled and the transactions can be paid in the next payment run.

Processing - Funding request created but not completed.

Go to Payments and Vendors > Payments, then click the Reference No. of the payment record to view the bill payment.
Click Void and click OK to confirm the action.

Note:

The Void button is displayed only till the funding request isn't completed at BILL.

Payment status is updated to Void Pending.

The payment status is updated to Voided after confirmation is received from BILL. This usually takes one to two business days.

After the payment status is updated to Voided, the transactions can be paid in the next payment run.

The funding amount is credited back to your source bank account.

Payment Sent - Only for Checks and VCards.

Go to Payments and Vendors > Payments, then click the Reference No. of the payment record to view the bill payment.
Click Void and click OK to confirm the action.

Note:

When the payment status is Payment Sent, ACH payments can't be voided.

Payment status is updated to Void Pending.

The payment status is updated to Voided after confirmation is received from BILL. This usually takes one to two business days.

After the payment status is updated to Voided, the transactions can be paid in the next payment run.

You need to inform your vendor that the payment was canceled.

Important:

You are charged for the stop payment request. For more information about charges and fees, see Payment and Transaction Related Questions.

Paid - Payment is credited to vendor.

None

When payment is credited to the vendor, you can't void the payment.

Data Error - Payment not processed due to missing vendor bank details or other error.

Payment is auto-voided.

Payment status is updated to Void Pending.

The payment status is updated to Voided after confirmation is received from BILL. This usually takes one to two business days.

After the payment status is updated to Voided, the transactions can be paid in the next payment run.

Payment Returned - Check payments have expired after 90 days or payments to your vendors through Wallet remains unclaimed.

BILL contacts you about the payment and update the payment status in their system. If BILL updates the payment status to Voided in their system, you can void the payment in NetSuite.
Go to Payments and Vendors > Payments and click the Reference No. of the payment record to view the bill payment.
Click Void and click OK to confirm the action.

Note:

For payments with the Payment Returned status, payments won't be auto-voided.

Payment status is updated to Void Pending.

The payment status is updated to Voided after confirmation is received from BILL. This usually takes one to two business days.

After the payment status is updated to Voided, the transactions can be paid in the next payment run.

Failed - Funding was not successful. Payments is canceled.

Payment is auto-voided.

Payment status is updated to Failed and the transactions can be paid in the next payment run.

Before you cancel and void payments, make sure you read the following:

If you use custom transaction or list forms, be sure to set them as the preferred forms for the roles you use to void and cancel payments. For more information, see Setting Up Preferred Forms and Setting Up Intelligent Payment Automation Roles and Permissions.
If you have any of the Class, Department, and Location (CDL) features enabled in your account, you must also apply these classifications for IPA. When you set this fields as required in your account, it also becomes required for automatically voided payments.

To set up CDL for transaction fees and expenses:

Go to Payment Automation > Payment Dashboard > View.
If you use OneWorld and have multiple U.S. subsidiaries, you need to set this up for each subsidiary:
- On the Subsidiary Dashboard, click Enabled beside the subsidiary you want to view.
- In the Actions column, click View to open the Payment Dashboard.
On the left panel, under Settings, click Preferences.
On the Preferences page, under the Classification section, enter values in the following fields:
- Class - Select the class you want to associate with the payment.
- Department- Select the department you want to associate with the payment.
- Location- Select the location you want to associate with the payment.
For more information,see Departments and Classes Overview and Locations Overview.

To set up CDL for transaction fees and expenses:

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