Reverse or Modify a Bill Payment (Void, Refund, Edit, Delete)

Where these actions live

A bill payment can be opened from either of the following:

• Accounting > Bill Payment History > click the “Number Applied To” hyperlink on the row.

• Accounting > Shipment Search > Credit Card icon on the shipment.

On the Bill Payment Details page you will see the payment’s check/ACH details at the top and every bill the payment was applied to in a table below. Four reversal or edit actions live on this page: Edit, Void, Refund, and Delete. They are not interchangeable.

Which action should I use?

Only use Delete when the payment should never have existed. For an actual reversal, Void or Refund is the right choice because each preserves history and triggers the correct downstream behavior.

Void

Use Void when the payment is in Scheduled or Processing status and should be cancelled before it clears.

What happens:

• The payment’s processing status changes to Void.
• Each detail line on the payment is zeroed out, so the associated bills return to their unpaid state and reopen on the Pay Bills page.
• An organization-level activity entry is written: “Bill Payment was Voided for vendor {name}.”
• For advance payments on shipments, and for each shipment associated with the payment, a private shipment activity note is also written under Payable activity.

If the Void button is not available, check the payment’s processing status: only Scheduled and Processing are eligible.

Refund

Use Refund when the payment is in Paid status and the funds need to be reversed.

What happens:

• The payment’s processing status changes to Refund.
• Each detail line on the payment is zeroed out, so the associated bills return to unpaid and can be re-registered.
• An organization-level activity entry is written: “Bill Payment was Refunded for vendor {name}.”
• Per-shipment activity notes are written for both advance payments and bill-linked details.
• External payment integrations (for example, check refund processors) are notified automatically so the refund flows through the payment partner.

If the Refund button is not available, confirm the payment is Paid and that the user has access to the payer organization.

Edit Bill Payment

Use Edit when the payment itself stands but a detail needs correcting.

• Click Edit Bill Payment at the top of the details page to change Type, Check Date, Check Ref, or Deposit Ref Number.
• Click the pencil icon on the right of the details table to change the amount applied to a specific bill.

Delete

Use Delete only when the payment was recorded in error and no actual money moved.

• The trash can icon on the right of a single detail row deletes only that one application while keeping other applications in place.
• The Delete Bill Payment button at the top deletes the full payment record and all of its detail rows.

External accounting systems

Void, Refund, Delete, and Edit operations do NOT push anything to QuickBooks Online or other external accounting integrations on their own. If the original payment synced there, you must mirror the reversal in the external system as well. The integration between Tai and QuickBooks is one-way (Tai sends, QuickBooks does not poll), so any reversal performed in Tai will not be reflected in QuickBooks automatically.

Refund is the exception only for the payment processor integration referenced above; accounting systems still require manual reconciliation.

Troubleshooting

• If Void is not available, the payment has already cleared. Use Refund instead.
• If Refund is not available, confirm the payment is Paid and that the user has access to the payer organization.
• If a voided or refunded payment’s bills do not reappear on Pay Bills, refresh the page. In rare cases a bill with multiple payments may still show Fully Paid until all applicable payments are voided or refunded.
• Activity history for reversals lives in two places: the organization activity log (Collections entries) and the shipment activity log (Payable entries).