How to void a charge after a closed accounting period in RMS.

Overview

Voiding a charge removes a posted transaction from an account as if it never occurred. This action is typically used to correct errors or remove charges that were mistakenly applied.

When a charge is voided after a closed period, it means the void is being performed on a different date than the original charge was posted—after the accounting period for that date has been closed.

Example

• A charge for accommodation is posted on September 29.

• The charge is then voided on October 2.

In this case, the revenue deduction will apply to the General Ledger Account Code on October 2, not September 29. This can cause discrepancies in your financial reports, especially if the original period has already been finalized or reported on.

Extra Information

• A void removes the charge from the account balance.

• The original charge remains visible in the transaction history and is visible through the Show/Hide Voided feature or within the Audit Trail. 

• A void is not a refund — no money is exchanged. It's simply a reversal of the charge entry.

• Once voided, a charge cannot be edited or reactivated.

• Revenue will be deducted on the date the void is performed, not the original transaction date.

Guide

In the side menu of RMS, go to Accounting > Quick Account Access.

1. Enter the Account Number.
2. Select the Go To Account icon.
   
    
3. Highlight the Transaction.
4. Navigate to the Corrections menu.
5. Select Void Charge.
   
    
6. Select the Void Reason.
7. Select Void Transaction.
   

Once voided, the charge is removed from the account, and the corresponding revenue is reversed from the General Ledger account associated with the original transaction.