Cancelling or Voiding ACH Vendor Payment

In ACH Vendor Bill Payment, transactions are processed in the two systems – NetSuite and Coastal. Once a Bill Payment is created in NetSuite and To ACH is marked, this is transmitted to Coastal to wire the payment. There are instances however, when erroneous payment has been made (e.g. wrong Bank Account Number, wrong Vendor, wrong Amount, etc.) and users would like to Cancel or Void the existing Bill Payment.

By design, Bill Payment marked To ACH that is still in transit cannot be modified. Therefore, in this scenario we need to make sure that Coastal cancels the payment if it has been transmitted then Void the Bill Payment in NetSuite. Below are the recommended steps:

1. Verify if the ACH Payment has been approved by going to Transactions>Purchases/Vendors>Approve Vendor Payment Transfers. If the Bill Payment is in this page, check the Cancel box and hit Submit. This makes sure that the payment does not transmit to Coastal.
2. If the Bill Payment has been approved, verify that status of the transmission. Navigate to Transactions>Purchases/Vendors>View Vendor Payment Status. Click the Cancel link next to the Bill Payment if this is available. Note that only Bill Payment with Status set to Approved, Valid, Unknown Error, In Network and Resubmitted can be cancelled.
3. If the Cancel link is no longer available (which means that the payment has been successfully transmitted to Coastal) then you would need to contact Coastal to request this payment to be cancelled. Once Coastal confirms that the wire transfer has been cancelled, you should be able to cancel the payment in NetSuite using step 2.
4. Once the ACH Payment has been cancelled, then you can now void the Bill Payment in NetSuite. Open the Bill Payment then hit the Void button. If you do not see this on View mode, go to Edit mode and the Void button should show.

Note: When all these steps have been validated, you can do recreate a Bill Payment with the correct information and reprocess the wire transfer. You can contact Support if you are still unable to cancel the payment.