Voiding a refund cancels it in CRO Billing. You would do this if a refund was issued by mistake, if a check was lost and needs to be reissued, or if the customer situation changed before the refund was cashed. Voided refunds remain visible in the register for audit purposes — they are not deleted.
Before You Start
Warning: Voiding a refund does not automatically reverse anything in your bank account or accounting software. If a check has already been printed and mailed, you will also need to place a stop payment with your bank. If the refund is in Cleared status — meaning the check has already posted to the bank — contact your controller or accountant before voiding, as additional steps will be required to record the reversal correctly.
Steps
1. Go to Receivables. Click Receivables in the left sidebar.
2. Open the Refunds tab. Click the Refunds tab to open the refund register.
3. Find the refund you want to void. Use the search bar to find the refund by
customer name, or use the Status filter to narrow the list. Refunds in both Issued and Cleared status can be voided.
📸 Screenshot suggestion: The Refunds register showing the search bar and Status filter in the toolbar, with a filtered list of refunds visible.
4. Open the three-dot menu. Click the ⋯ menu on the right side of the refund row.
5. Select Void refund. Click Void refund. A confirmation dialog will appear asking you to confirm before proceeding.
📸 Screenshot suggestion: The void confirmation dialog showing the refund details (refund number, amount, customer) and the confirm/cancel options.
6. Confirm the void. Click Confirm (or the equivalent confirmation button) in the dialog. The refund status updates to Voided. The record remains visible in the register but is clearly marked as void.
After Voiding
The voided refund stays in the Refunds register and will not count toward the Pending Refunds total. If the original refund was issued by check and you need to send a replacement, you will need to create a new refund — see How to Issue a Refund from an Overpayment or How to Issue a Refund from a Credit Memo depending on the source of the original refund.
💡 Note: When creating a replacement refund, reference the original voided refund number in the Comments field so there is a clear connection between the two records.