Cashiering & Collections
Official Receipt Cancellation & Voiding Guide
Process receipt void requests, provide cancellation justification, obtain supervisor sign-off, and reverse accounting entries.
Roles: Cashier Supervisors, Finance Officers·Last updated: August 25, 2026
Before You Begin (Prerequisites)
- Issued Official Receipt Number
Step-by-Step Instructions
1
Open Cancelled Receipts
Go to Collections & Cashiering > Cancelled Receipts.
2
Look Up Receipt Number
Enter the Official Receipt number to display transaction details.
3
Provide Cancellation Reason
Input error rationale (e.g. Wrong Payee, Payment Method Error, Check Bounced) and attach voided physical receipt copy.
4
Execute Void & Ledger Reversal
Confirm void. The system reverses debit/credit journal entries and restores the student's outstanding balance.
Important Business Rules & Invariants
Sequential Void Logging: Voided receipts remain in the receipt register tagged as 'CANCELLED' with supervisor timestamp to preserve audit integrity.
Common Questions & Troubleshooting
No, cancelled receipt numbers are permanently retired and cannot be issued to another transaction.
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