Corpay is pleased to announce the release of Print Check Voiding, an exciting new feature in AP Gateway designed to enhance your operational efficiency by streamlining payment management tasks and ensuring rapid yet precise transactions in a secure user interface. In this article, you will learn how to use the Print Check Voiding feature to quickly and easily reissue or refund print check payments in AP Gateway.
Reissuing Print Check Payments
Refunding Print Check Payments
Roles and Permissions
The availability of all information and functionality in AP Gateway is based on roles and permissions assigned to users by AP Gateway administrators within a company as well as company configuration. As a result, access to the Print Check Voiding feature can be given to users by assigning the Void Checks permission or the A/P, Approver, Admin, or Super Admin roles to user accounts. The Void Checks permission enables users to void and reissue or refund a print check payment after it has been processed in AP Gateway and mailed to a vendor. However, if the vendor processes the print check payment it cannot be voided and reissued or refunded. The A/P, Approver, Admin, and Super Admin roles are default roles in AP Gateway that contain predefined permissions such as Void Checks.
Reissuing Print Check Payments
On the History page in AP Gateway, users with the Void Checks permission can void then reissue print check payments that have not been processed by a vendor.
To reissue a print check payment to a vendor:
1. Open AP Gateway.
2. On the AP Gateway login screen, enter an email address and password in the Email and Password fields.
3. Click the Login button.
4. In the left-side navigation pane, click the History link to open the History page.
5. On the History page, click the Void Checks button.
6. In the Important dialog, read the message then click the OK button.
7. Notice that all unprocessed print checks now display in the table.
8. Optional: In the date pickers, update the date range then click the Search button to display unprocessed print checks for a specified date range, in the table.
9. In the table, select one or multiple checkboxes or select the Select All checkbox in the column header for the print check payments to reissue. One or more print check payments must be selected to enable the Next button.
10. Click the Next button.
11. Complete the Void Check Actions dialog.
a. Select the Reissue option.
b. Optional: In the Notes field, enter important details that may be helpful to the support agent who will be reissuing the print check payment.
c. If you would like to reissue the print check payment to an address that is different from the address included in the original payment submission, select the reissue to a new address checkbox, then enter the new address in the New address fields.
i. Address line 1
ii. Address line 2
iii. City
iv. State
v. Zip
NOTE: If a new address is not entered in the New address fields, the reissued check(s) will be sent to the same address that was included in the original payment submission.
d. Click the Submit button.
12. A message displays confirming the reissue request was submitted successfully and you will receive an update by email within two business days.
NOTE: A Payment Reissue Report can be generated on the Reports page in AP Gateway to view a summary of all payments that have been reissued after the original payment submissions. Reissued payments will not display in a Payment Reissue Report until 1 – 2 business days after a reissue request is submitted using the Void Checks button.
Refunding Print Check Payments
On the History page in AP Gateway, users with the Void Checks permission can void then refund print check payments that have not been processed by a vendor.
To refund a print check payment to a vendor:
1. Open AP Gateway.
2. On the AP Gateway login screen, enter an email address and password in the Email and Password fields.
3. Click the Login button.
4. In the left-side navigation pane, click the History link to open the History page.
5. On the History page, click the Void Checks button.
6. Notice that all unprocessed print checks now display in the table.
7. Optional: In the date pickers, update the date range then click the Search button to display unprocessed print checks for a specified date range, in the table.
8. In the table, select one or multiple checkboxes or select the Select All checkbox in the column header for the print check payments to refund. One or more print check payments must be selected to enable the Next button.
9. Click the Next button.
10. Complete the Void Check Actions dialog.
a. Select the Refund option.
b. Optional: In the Notes field, enter important details that may be helpful to the support agent who will be refunding the print check payment.
c. Click the Submit button.
11. In the Confirm Action dialog, click the Submit button.
12. A message displays confirming the refund request was submitted successfully and you will receive an update by email within two business days.
NOTE: A Payment Refund Report can be generated on the Reports page in AP Gateway to view a summary of all payments that have been refunded. Refunded payments will not display in a Payment Refund Report until 1 – 2 business days after a refund request is submitted using the Void Checks button.
See Also
See the AP Gateway User Guide below that matches your company's configuration to learn more about the Print Check Voiding feature as well as how to access, navigate, and use all features in AP Gateway.
- AP Gateway User Guides
- AP Gateway User Guides for NetSuite
- AP Gateway User Guides for Microsoft Dynamics GP
- AP Gateway User Guide for Viewpoint ePayments