Making a VendorPay Stop Pay Request in CINC Core
Making a VendorPay Stop Pay Request in CINC Core
Users can make a request when:
They have the Stop Pay – Send Request security permission on the System / Security Permission screen.
The invoice has already been posted.
For check transactions, the status must be Issued to Supplier.
For VCC transactions, the status must be VCC Processing.
NOTE: If the bank is an integrated partner bank, Stop Pay requests for VendorPay debits must be submitted to AvidXchange using this procedure, rather than through the bank directly. Integrated partner bank 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, see Managing VendorPay Payment Exceptions in AvidXchange.
To make a self-service pay request:
Select Banking > Bank Account Register. If you are using universal navigation, click Accounting > Banking > Bank Account Register.
On the Bank Account Register screen, search for the item you want to stop.
NOTE: Only one item can be selected at a time.
Select the checkbox next to the item and click Stop Pay.
NOTE: An error message will display if the item is not available for Stop Pay.
On the Stop Pay popup, 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 Vendors / Invoices screen.
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 Vendors > Invoices Screen So It Can Be Resubmitted. If you are using universal navigation, click Payables > Invoices > Invoices.
Click Stop Pay.
Once a valid Stop Pay request is made, a confirmation message appears on the screen. The item selected for Stop Pay displays red on the table.
You can do any of the following:
Click on the red dot to view the Void Details.
Click on the blue dot to view the Stop Pay Details.
Cick the Ref # hyperlink to view the GL Transactions.
Click Void link to change the void date for accounting purposes. In the Change Void Date popup, 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).
NOTE:
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 Vendors > Invoices > Invoice screen. 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.
