Qvinci RoyaltyHub - Voiding Payments

Qvinci RoyaltyHub allows you to void eligible FullsteamPay transactions directly from within the application. Use this guide to understand the required setup, when a payment can be voided, and what happens after the void is processed.

Before You Begin

Before you can void or refund payments through Qvinci RoyaltyHub, payment processing settings must be configured correctly. This ensures transactions are handled accurately in both Qvinci RoyaltyHub and QuickBooks.

• Go to Settings and open Payment Processors.
• Locate the FullsteamPay configuration.
• Enable NSF invoice creation for payments that are charged back or returned.
• Set up automated deposits.
• Map ACH and card items to a clearing account for void and refund processing.

If you already configured Qvinci RoyaltyHub to automatically create NSF invoices during payment sync, you may use the same item for refund invoices. You may also rename the items in QuickBooks so they clearly identify returned checks, refunded checks, card chargebacks, or card refunds.

Void a Payment

1. Open the payment from an invoice or from a payment report.
2. Select Void/Refund next to the payment.
3. Review the payment details from QuickBooks and FullsteamPay.
4. Confirm that the payment status is Batched.
5. If the payment is eligible, proceed with the void.

A payment can typically be voided only while it is still in a batched status. If the payment has already settled, you will need to process a refund instead of a void.

What Happens After a Void

When a payment is successfully voided through the payment processor, the corresponding QuickBooks payment is changed to a $0 payment. Any invoices that were originally paid by that transaction become open again and can receive a new payment.

After the void is complete, the original payment will no longer appear on the invoice. You can continue by processing a new payment or issuing a credit memo, depending on the customer’s situation.

Customer Notifications

When processing a void or refund, you may choose whether to send customer or invoice emails. Use this option when you want the customer to receive notice that a payment was voided or refunded.

Review Void and Refund History

You can review completed voids and refunds in the FullsteamPay History report. A separate Processed Void/Refund History report is also available to show details for voids and refunds that have been completed.

Important Notes

• If the only available option is Do Not Void/Refund the Payment Through the Payment Processor, the void or refund will be recorded in Qvinci RoyaltyHub and QuickBooks only. No void or refund will be sent to the customer through the payment processor.
• This may occur with ACH transactions that have settled but have not fully cleared. ACH transactions may take several business days to clear.
• If the transaction has not fully cleared, you may not be able to void it, and the refund option may not be available until the transaction is fully cleared.

**Need Help?**

If you have questions or need assistance with voiding a payment, contact Qvinci Support for help reviewing the transaction and determining the correct next step.