You can void credit payments in Dentrix Pay—essentially canceling the payment—up until 10:00 pm local time on the date the payment was processed.
Watch this video to learn how to void credit payments. (Duration 0:39)
To void a payment, you must process the original credit card (or number) on the same PINpad that was used to process the initial payment.
Credit voids can be processed up until 10 pm on the same date as the original payment. After 10 pm, the payments are settled, and money moves from the card to the merchant account; however, the payment can be refunded after 10 pm—and any day thereafter.
A void applies an offsetting adjustment to the original payment. The original payment and the adjustment remain in the Ledger, leaving a record of both transactions.
Dentrix Pay will only void the full amount of the initial payment. If a payment was automatically split among family members or providers, adjustments are made accordingly for the full amount of the adjustment.
You cannot void a credit payment that was processed with a saved credit card. However, you can refund the credit payment the next business day.
Voids cannot be processed for debit payments, as money is transferred immediately from the card to the practice. However, the debit can be refunded at any time.
If you attempt to delete a Dentrix Pay voided adjustment from the Ledger, you will be warned that deleting removes the adjustment from the Ledger but it does not remove it from the merchant account. Also, if you delete the adjustment, it no longer exists in the Ledger, and you will no longer be able to print receipts for it.
If you selected the wrong adjustment type for the voided adjustment, in the Ledger double-click the adjustment, select the correct adjustment, and click OK.
For convenience when reading reports, you may want to create a specific adjustment type for voids/refunds, such as "+ Credit Card Void/Refund." (To do so open the Office Manager and click Maintenance > Practice Setup > Definitions > Adjustment Types.)