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User Guide - Voiding Deposit Transactions

This guide covers how to void deposit transactions within Smartwebs. 

Smartwebs lets you void a transaction from four different screens. Each method produces the same accounting result, so choose the one that matches where you are working.

Which Option Should I Use?

Option 1 – Chart of Accounts

  • Where: Accounting > GL > Chart of Accounts

  • Best when: You are reconciling a bank GL account and can see the duplicate in the account ledger.

Option 2 – Bank Transactions

  • Where: Accounting > Banking

  • Best when: You are working from the bank account and want applied payments removed at the same time.

Option 3 – Deposits & Payments

  • Where: Accounting > Receivables > Deposits & Payments

  • Best when: The duplicate is a deposit, or a deposit batch, and you know the date it posted.

Option 4 – Homeowner Drawer

  • Where: Accounting > Receivables > Homeowners

  • Best when: The duplicate affects a single homeowner’s ledger.

Before You Begin

  • The void journal entry is created automatically in every method. You do not need to post a manual entry.

  • Match the void date to the original transaction date. Set the void date to the same date as the original payment or deposit.

  • Choose Void, not Reverse. Some Options menus show both; this guide uses Void throughout.

  • Applied payments are removed automatically. If the deposit was applied to charges, Smartwebs lists the affected charges before you confirm and removes those payment credits when the void is completed.

  • Enter a clear reason for the void (for example, “Duplicate of deposit 09/08/2026”) so the audit trail is easy to follow later.

Option 1 – Chart of Accounts

Navigation: Accounting > GL > Chart of Accounts

  1. Go to Accounting > GL > Chart of Accounts, then select the bank GL account that contains the transaction you want to void.

  2. In the account ledger, clear the date filter, then select the transaction to void.

  3. The journal entry drawer opens. Click Void in the upper-right corner (in some drawers this is under the Options drop-down).

  4. In the confirmation window, set the Void Date to the same date as the original payment or deposit, enter a Reason, and click Yes, Void Payment.

  5. To confirm, go to Accounting > GL > Journal Entries. The transaction now appears as voided.


Option 2 – Bank Transactions

Navigation: Accounting > Banking

Voiding from the Bank Accounts screen creates the void journal entry and also removes the payment from any transactions it was applied to.

  1. Go to Accounting > Banking and select the affected bank account.

  2. In GL Transactions, select the transaction. In the drawer that opens, click Options, then Void.


  3. Review the list of charges whose payment credits will be deleted. Set the VOID Date, enter a Reason for VOID, and click VOID.

  4. Confirm that the transaction status shows Voided and that the void journal entry has been created.


Option 3 – Deposits & Payments

Navigation: Accounting > Receivables > Deposits & Payments

Void a Single Deposit

  1. Go to Accounting > Receivables > Deposits & Payments.

  2. Use the date filter to show only the dates on which the duplicate deposit posted, then click Filter.

  3. Select the transaction, click the Options drop-down, and choose Void.

  4. If the deposit was applied to charges, a notice lists the charges that will lose their payment credit. Set the VOID Date, enter a reason, and click VOID.

  5. The status changes to Voided, all affected transactions are updated, and the void journal entries are created.

Voiding a Batch Deposit

If the deposit was recorded as a batch, void the whole batch at once.

  1. On the Deposits & Payments screen, select the entire batch, click Options, and choose Void.

  2. If the deposits were applied to charges, review the list of affected charges. If they were not applied, you will only be asked for a void reason.

  3. Set the VOID Date, enter a reason, and click VOID. All affected transactions are updated.

Option 4 – Homeowner Drawer

Navigation: Accounting > Receivables > Homeowners

  1. Go to Accounting > Receivables > Homeowners, then search for and select the homeowner account.

  2. In the homeowner drawer, click the Balance tile.

  3. The homeowner ledger opens. Select the duplicate transaction you want to void.

  4. In the upper-right corner, click Options, then VOID.

  5. Review the charge that will lose its payment credit, enter a reason, and click VOID.

  6. Voided transactions are hidden from the ledger by default. To view them, check Show Voided Activities.