Let's start with why you need to do a void vs a refund. A void you can do before the batch has been sent to the processor. That means card issuer (Visa, Mastercard, etc..) has authorized the transaction when you swiped the card, and you have NOT confirmed the sale which is done when the batch is settled. That happens (settling the batch) in several ways depending on the transaction and the processor. We can cover that in another article. In the case of a void, you already told Visa, as the example. So now with the void we are just telling the card issuer, hey remember that transaction you authorized before? Just forget about it, it's not gonna happen.
Don't know if the batch has been closed or not? That is not an issue at all. In X-1FBO the invoice status can tell you the answer. Invoices in Processing status equals the batch has not closed and you can process a Void. Invoices in Processed status means the batch has closed and you can no longer do a Void and only a Refund. To learn how to do a Refund click here.
How to do a Void
Always communicate with your teammates by leaving a brief reason in the Refund/Void Payment Notes box, this note pertains to the invoice only.
Time to Void! Click on Correction button followed by Void Payment.
When the Void Payment button is selected a confirmation window will pop up just to make sure you would like to proceed with the Void. If the "OK" option is selected a completion message will populate on the top right of the screen.
The invoice now is in Ready status to process a different payment type. Otherwise, if the invoice lines need to be edited click on Correction button again, this time it will move the invoice to Working status now being able to edit it.
Please note that void payments and correcting Ready status invoices will generate a credit memo transaction to account for on reports and accounting integrations.