How to Avoid Void Transactions After Batch Close?

March 04, 2025 04:39

Merchants should avoid using the Void function for transactions from a previous day if the batch has already been closed. Using Void after batch closure can result in refunds being issued incorrectly or applied to unintended transactions.

The Void function is specifically designed to cancel transactions on the same day they were processed. However, once a batch is closed, voiding a transaction is not recommended, as it can lead to incorrect refunds or unintended financial discrepancies.
Steps to Resolve:

Understand the Void Functionality:
The Void function is designed for same-day transactions only.
Once a batch is closed, voiding a transaction is no longer a recommended option.
Identify the Transaction Details:
Locate the transaction that needs to be corrected.
Check the Batch Transaction Reference Number to ensure that it is correctly mapped.
Verify the Refund Processing:
If a void is attempted on a previous day's transaction, the refund may be applied incorrectly to another transaction with the same Batch Transaction Ref.
Example: In a reported case, the original sale (2025/1/14/106804, Batch Transaction Ref: 17) was voided, but the refund was applied to 2025/1/14/106853, which shared the same batch reference.
Use the Correct Approach:
Instead of voiding a previous day's transaction, process a refund to ensure the correct customer receives the amount.
Follow the refund workflow in the system to issue the amount back to the appropriate customer.
Communicate Best Practices to Merchants:
Train merchants to avoid using Void after batch close.
Provide guidance on processing refunds correctly to prevent misapplied transactions.

Key Notes:

The Void function should only be used for same-day transactions before batch closure.
Voiding after batch close may result in refunds being applied to the wrong transaction.
Merchants should use the refund process instead of Void for past transactions to ensure accurate fund returns.

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