Record a Voided Integrated Payment

An integrated payment is a transaction initiated in your application, but processed through an integrated app such as RocketMatterPay. These transactions are processed by the system in real-time, impacting bank balances almost immediately.

Void vs. Refund

You can reverse an integrated payment in one of two ways, by voiding it or refunding it. A void is a reversal completed before the original transaction has settled. The transaction is voided before ever hitting your bank account. A refund is a reversal completed after the original transaction has settled (after the transaction was deposited into your bank account).

Note: The system refers to all reversals as “voids” . For simplicity, we will do the same in this article.

Voids can occur in a few ways:

1. By initiating the void from your application
2. By voiding the charge through the payment processing portal (not recommended)
3. Automatically due to a NSF on an eCheck/ACH payment

Initiating a Void In Your Application

If you need to initiate void a transaction, we highly recommend using the your application’s void feature. The system voids the entire transaction in real-time and automatically makes the corresponding accounting entries in your system.

Note: The void function cannot void a transaction in part. For partial voids, You must initiate the void from your payment portal, then follow the Recording a Partial Void instructions below.

1. Locate the transaction within Matter Details > Banking or from the Banking > Transactions area. Integrated payments have a credit card or eCheck icon to the far left.
2. Follow the steps to void based on the payment type:
   1. For invoice payments
   2. For trust retainer payments

Recording a Completed Void

If a void/refund was initiated in your RocketMatterPay portal, or was processed automatically by the payment processor, you will want to record the void/refund within your application without issuing an additional refund. Your options for recording the void depend on whether the refund was in full or in part.
Note: The ‘Void Transaction’ button in the application doesn’t initiate a refund request for transactions that are over 30 days old.

Recording a Void in Full

Initiated by RocketMatterPay

You may use the void feature to record these transactions. The system will recognize that a full void was already initiated and allow you to proceed for recordkeeping only.

1. Locate the transaction within Matter Details > Banking or from the Accounting > Bank > Transactions area.
2. Follow the steps to void based on the payment type:
   1. For invoice payments
   2. For trust retainer payments

Initiated by LawPay

Note: If you attempt to use the void transaction feature for a refund initiated through the payment portal, you will receive the prompt “Transaction Previously Voided: The operation cannot be completed in the current status” To record this void, follow the instructions below.

If  the transaction is an invoice payment: 

1. 1. Unlink the payment from the invoice.
   2. Issue a credit memo to document the voided transaction.

1. 1. 1. Enter the same amount as the refund transaction.
      2. From the Type field’s drop-down, click Withdrawal.
      3. From the Method field’s drop-down, click Wire Transfer.
      4. In the Memo field, enter Voided/Refunded Transaction in RocketMatterPay, or something similar.

If the transaction is a trust deposit: 

• 1. Edit the original trust retainer transaction

1. 1. 1. Leave all information on the original transaction alone, except for the Memo field
      2. In the Memo field enter Void/Refund transaction in RocketMatterPay on xx/xx/xx, or something similar
   2. Enter a trust withdrawal on the matter to document the voided transaction

1. 1. 1. Enter the same amount as the original transaction.
      2. From the Type field’s drop-down, click Withdrawal.
      3. From the Method field’s drop-down, click Wire Transfer.
      4. In the Memo field, enter Void Transaction original date xx/xx/xx, Ref# xxxx, or something similar.

Recording a Partial Void

RocketMatterPay

If the transaction is an invoice payment: 

• 1. Unlink the payment from the invoice.
  2. Issue a credit memo to document the voided transaction.

1. 1. 1. Enter the same amount as the partial refund transaction.
      2. From the Type field’s drop-down, click Adjustment Out.
      3. From the Method field’s drop-down, click Wire Transfer.
      4. In the Memo field, enter Voided/Refunded Transaction in RocketMatterPay, or something similar.
   2. Re-apply the non-refunded portion of the payment to the invoice

1. 1. 1. From the Invoice Payment Using drop-down, click Existing Operating Retainer.
      2. For the Date, make sure you use the date of the original payment on the invoice.
      3. Select the invoice to be paid.
      4. Click on the pencil icon to the right of the invoice enter the Amount to be applied.

If the transaction is a trust deposit: 

• 1. Edit the original trust retainer transaction

1. 1. 1. Leave all information on the original transaction alone, except for the Memo field.
      2. In the Memo field enter Partially Voided – $xxxx on xx/xx/xx, or something similar.
   2. Enter a trust withdrawal on the matter to document the partial void.

1. 1. 1. Enter the same amount as the original transaction.
      2. From the Type field’s drop-down, click Adjustment Out.
      3. From the Method field’s drop-down, click Wire Transfer.
      4. In the Memo field, enter Partial Void of Transaction original date xx/xx/xx, Ref# xxxx, or something similar.