Users can make a request when:
They have the Stop Pay – Send Request security permission on the Security Permission page.
The invoice has already been posted.
The payment type is a CINC VendorPay payment that is paid by check or VCC.
For check transactions, the check has not yet cleared the bank.
For VCC transactions, the payment has not been delivered to the vendor.
Note: If the bank is an integrated partner bank, Stop Pay requests for CINC VendorPay debits must be submitted to AvidXchange using this procedure, rather than through the bank directly. Integrated partner banks can’t block these debits on their end.
Note: To stop payments that are not supported in this feature, contact AvidPay support. For additional details, refer to Managing CINC VendorPay Payment Exceptions in AvidXchange.
Follow these steps to make a self-service pay request:
In CINC, go to Banking > Bank Account Register.
OR
In CINC with universal navigation, go to Accounting > Banking > Bank account register.
The Bank Account Register page displays. Search for the item you want to stop. You can hover over the status badge to see a detailed explanation if available.
Select the checkbox next to the item and click Stop Pay.
Note: Only one item can be selected at a time. An error message displays if the item is not available.
The Stop Pay window displays. Enter a Reason.
Select the Date to stop the payment and return the invoice to Ready for Payment status so it can be reposted on the Invoices page.
Note: The date defaults to today.
Click to enable the Void Related Invoice toggle to void the invoice.
If the invoice is voided, the payment is stopped and the invoice is permanently removed.
If the invoice is not voided, the payment is stopped and the invoice returns to Ready for Payment status on the Invoices page so it can be resubmitted.
Click Stop Pay.
Once a valid Stop Pay request is made, a confirmation message displays and the item selected for Stop Pay displays red in the table.
You can do any of the following:
Click the red dot to view the Void Details.
Click the blue dot to view the Stop Pay Details.
Click a Ref # to view the GL Transactions information.
Click the Void link to change the void date for accounting purposes. In the Change Void Date window, select the new Date that ensures the transaction remains in the correct accounting month, and then click Save. Adjusting the void date helps prevent discrepancies across different months.
The system handles reconciliation automatically. Review the red Amount that displays the amount that was voided (stopped payment).
Notes:
Two line items are created for VendorPay Stop and VendorPay Refund.
VendorPay Stop: The replacement debit inherits the reconciliation status of the original invoice. In most cases, the original invoice has already cleared the bank and displays as reconciled.
VendorPay Refund: Refunds reconcile automatically if your organization uses an integrated bank and has posting reconciliation enabled. If not, the refund needs to be reconciled manually.
When the refund comes back, both the replacement debit (VendorPay Stop) and the refund (VendorPay Refund) toggles are enabled automatically.
The VendorPay Stop line item represents the replacement debit for the original voided stop payment. It always references the original invoice post date. The accompanying credit references the stop date.
If the payment is voided, a log entry for that invoice displays on the History tab of the Invoice page. If both the payment and invoice are voided, that is also detailed on the History tab. Once the stop is processed by AvidXchange, that status displays on the History tab.