Can't Void Payment Causes Undeposited Funds to Go Below Zero

If you get the below notice and need to get the payment voided, here's what can be done.

What will need to be done is a Journal Entry that will be deleted after the payment is voided.  

On the top toolbar click Accounting / Chart of Accounts / Double Click on account 11000 to see what the balance is and how much you'll need to make the journal entry for.  In the scenario below the balance in 11000 is -$12918.47, the Repair Order that needs to be voided is $1228.67 so the Journal Entry amount needs to be at least $13147.15.  There needs to be at least $.01 balance in the account.

This Journal Entry will be deleted so the amount doesn't really matter as long as it's enough to void the payment.

To make the Journal Entry go to Accounting / General Journal . Put in the date and enter a description and a note.  The notes have more characters so more information can be added if needed.  Click the Add button and put in account 11000 enter the amount you need  this will be an increase (debit), click Save.   Click the Add button again and put in account 19900 for the same amount.  It will automatically put the radio button in decrease (credit), click Save, then click Post and Close.

Once you have posted the Journal Entry, go back to the Cash Drawer and void your payment.  After the payment is voided you will need to void this Journal Entry.  Go to Accounting / Chart of Accounts / Double Click on account 11000, find the Journal Entry (normally at the bottom ) highlight it and click Delete.

They could do a non-invoice cash in but by doing this you have to choose a method of payment and then void that method of payment which sometimes can cause the same issue.  Also the non-invoice cash in will show up on the daily sales reports and if using "cash" as your method of payment could cause question about why it was voided.  Doing a Journal Entry and entering in the notes shows a better trail.

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