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Retrieving voided checks


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We are writing an application where we need to get the list of voided checks. I have found the void transactions in the transactions API. The does not contain the check information such as the register/account that it comes from. I need to map the void transaction back to the original check/payment to get the information. The info in the void transaction is contact, check# with a V appended, and amount. This is not enough data to determine uniqueness. There is a small chance that there are 2 checks from different registers with identical amounts and check # and contact. Is there a way to retrieve the exact payment/check that the void represents?

 

Thanks,

Jim

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5 minutes ago, Farris, Rick said:

Hi Jim!

If the payment was properly allocated, you should be able to find it through https://developer.sage.com/accounting/reference/payments/ and more specifically by the contact payments endpoint https://developer.sage.com/accounting/reference/payments/#tag/Contact-Payments.
Let us know if this is what you were looking for.

To clarify, you should be able to filter the contact payments by the list of trasaction_id values you build of your voided artefacts. Keep in mind to specify the payment type (whether the voided payment is a receipt or a payment).  Hope this helps.

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Thanks so much from the reply. I can find the originals in the contact_payments and other_payments endpoints, but I am not sure how to match the void transaction to the original payment. Is there some link in the void transaction from post man is:

{
"id": "466f47d69c694c9fbc9e8a8b04a36dd0",
"displayed_as": "2040V",
"$path": "/transactions/466f47d69c694c9fbc9e8a8b04a36dd0",
"created_at": "2021-02-11T17:38:42Z",
"updated_at": "2021-02-11T17:38:42Z",
"date": "2021-02-11",
"deleted": false,
"reference": "2040V",
"total": "300.0",
"total_in_transaction_currency": null,
"contact": {
"id": "7a0ddd3fe0444cbb809154dc9d6b4de2",
"displayed_as": "Vendor 12",
"$path": "/contacts/7a0ddd3fe0444cbb809154dc9d6b4de2"
},
"transaction_type": {
"id": "VOID_PAYMENT",
"displayed_as": "Void Payment",
"$path": "/transaction_types/VOID_PAYMENT"
},
"origin": {
"id": null,
"displayed_as": "#<AdvancedUk::VoidPayment:0x00007faef80fa740>",
"$path": null,
"links": [
{
"href": null,
"rel": "alternate",
"type": "text/html"
}
]
},
"audit_trail_id": 60,
"number_of_attachments": 0
},
 
From the other_payments endpoint:
{
"id": "415d9012c44b47ec868120c910c7dfd1",
"displayed_as": "2040",
"$path": "/other_payments/415d9012c44b47ec868120c910c7dfd1",
"created_at": "2021-02-11T17:36:04Z",
"updated_at": "2021-02-11T17:36:04Z",
"transaction": {
"id": "f83807bdd0ce4e5f82d31600c886dc7f",
"displayed_as": "2040",
"$path": "/transactions/f83807bdd0ce4e5f82d31600c886dc7f"
},
"transaction_type": {
"id": "OTHER_PAYMENT",
"displayed_as": "Other Payment",
"$path": "/transaction_types/OTHER_PAYMENT"
},
"deleted_at": "2021-02-11T17:36:04Z",
"base_currency_total_itc_amount": null,
"total_itc_amount": null,
"base_currency_total_itr_amount": null,
"total_itr_amount": null,
"part_recoverable": null,
"payment_method": {
"id": "CHECK",
"displayed_as": "Check",
"$path": "/payment_methods/CHECK"
},
"contact": {
"id": "7a0ddd3fe0444cbb809154dc9d6b4de2",
"displayed_as": "Vendor 12",
"$path": "/contacts/7a0ddd3fe0444cbb809154dc9d6b4de2"
},
"bank_account": {
"id": "cdabdfec69c1425ca072a8dc1c50835a",
"displayed_as": "Disbursement Account (1030)",
"$path": "/bank_accounts/cdabdfec69c1425ca072a8dc1c50835a"
},
"tax_address_region": null,
"date": "2021-02-11",
"net_amount": "300.0",
"tax_amount": "0.0",
"total_amount": "300.0",
"reference": "2040",
"payment_lines": [
{
"id": "149e48e36de145c1a1cd25c7dedf40fd",
"displayed_as": "",
"ledger_account": {
"id": "5831a6c7f84111ea867f0ee73a5c6c6b",
"displayed_as": "General Expenses (7200)",
"$path": "/ledger_accounts/5831a6c7f84111ea867f0ee73a5c6c6b"
},
"details": "",
"tax_rate": null,
"net_amount": "300.0",
"tax_amount": "0.0",
"total_amount": "300.0",
"tax_breakdown": [],
"is_purchase_for_resale": false,
"trade_of_asset": false,
"gst_amount": null,
"pst_amount": null,
"tax_recoverable": null
}
],
"editable": false,
"deletable": true,
"withholding_tax_rate": null,
"withholding_tax_amount": null
}
]
}
 
I am not sure how to ensure that this is the correct match. The only fields that we can map is contact, amount, and check number. It is possible, but not likely that there are 2 checks with the same contact, check number, and amount but from different accounts. I am just looking for a sure way to map the 2 together.
 
Thanks,
Jim
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9 minutes ago, Farris, Rick said:

To clarify, you should be able to filter the contact payments by the list of trasaction_id values you build of your voided artefacts. Keep in mind to specify the payment type (whether the voided payment is a receipt or a payment).  Hope this helps.

Sorry, I just started working on Sage. We have this product for other accounting systems and we are beginning to support sage. I am not familiar with the terms. Are you talking about the transaction_id of the void I retrieved from the transactions endpoint? I am not sure what an artifact is.

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Examples of Artefacts include: (purchase or sales) invoices, credit notes, quick entries, corrective invoices, contact payments and opening balances.

An artefact that requires payment can be a purchase invoice or a sales invoice and will be related to a Contact (either VENDOR or CUSTOMER ).  Check out the "Key Concepts" section of the Tutorials & Guides to help you better understand the data relationships.

The "Id" in your payload list you gave should enable you to retrieve and filter the payments which map to the voided transactions.

Since you have (or can get) the Contact ID, Bank Account ID, Transaction ID, all you really need to know is that the payment was allocated or not. That is, was it a direct payment of an invoice, or was it a payment on account (and therefore unallocated).

Look at the Contact Allocations to see if that is a better source for you in your workflow.

 
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On 3/5/2021 at 4:24 PM, Farris, Rick said:


The "Id" in your payload list you gave should enable you to retrieve and filter the payments which map to the voided transactions.

 

Thank you for the documentation. I am going to spend today reading it and get better versed in the system.  I do want to explain my approach to getting the voids. I query the transaction endpoints using transaction_type_id as VOID_PAYMENT. This returns a list of void transactions. From there I am lost. I can't find a way to map the void transaction to any artifact in the contact_payments or other_payments endpoints. The Id of the void transaction doesn't appear in either contact_payments or other_payments. For other transactions such as OTHER_PAYMENT, the origin.Id contains the Id of the artifact and the path to that artifact. Void transactions don't have that. Instead, the id and path are null, and the "display as" has an object reference in it. I will go through that documentation today and see if that sheds any light on the subject. I really do appreciate your help.

 
I have included a transaction for an OTHER_PAYMENT and VOID_PAYMENT. Notice that the void doesn't have an origin.
 
Thanks,
Jim
 
Other Payment:
{
"id": "f83807bdd0ce4e5f82d31600c886dc7f",
"displayed_as": "2040",
"$path": "/transactions/f83807bdd0ce4e5f82d31600c886dc7f",
"created_at": "2021-02-11T17:36:04Z",
"updated_at": "2021-02-11T17:36:04Z",
"date": "2021-02-11",
"deleted": false,
"reference": "2040",
"total": "300.0",
"total_in_transaction_currency": "300.0",
"contact": {
"id": "7a0ddd3fe0444cbb809154dc9d6b4de2",
"displayed_as": "Vendor 12",
"$path": "/contacts/7a0ddd3fe0444cbb809154dc9d6b4de2"
},
"transaction_type": {
"id": "OTHER_PAYMENT",
"displayed_as": "Other Payment",
"$path": "/transaction_types/OTHER_PAYMENT"
},
"origin": {
"id": "415d9012c44b47ec868120c910c7dfd1",
"displayed_as": "2040",
"$path": "/other_payments/415d9012c44b47ec868120c910c7dfd1",
"links": [
{
"href": null,
"rel": "alternate",
"type": "text/html"
}
]
},
"audit_trail_id": 59,
"number_of_attachments": 0
},
 
Void Payment:
"id": "466f47d69c694c9fbc9e8a8b04a36dd0",
"displayed_as": "2040V",
"$path": "/transactions/466f47d69c694c9fbc9e8a8b04a36dd0",
"created_at": "2021-02-11T17:38:42Z",
"updated_at": "2021-02-11T17:38:42Z",
"date": "2021-02-11",
"deleted": false,
"reference": "2040V",
"total": "300.0",
"total_in_transaction_currency": null,
"contact": {
"id": "7a0ddd3fe0444cbb809154dc9d6b4de2",
"displayed_as": "Vendor 12",
"$path": "/contacts/7a0ddd3fe0444cbb809154dc9d6b4de2"
},
"transaction_type": {
"id": "VOID_PAYMENT",
"displayed_as": "Void Payment",
"$path": "/transaction_types/VOID_PAYMENT"
},
"origin": {
"id": null,
"displayed_as": "#<AdvancedUk::VoidPayment:0x00007ff6334db198>",
"$path": null,
"links": [
{
"href": null,
"rel": "alternate",
"type": "text/html"
}
]
},
"audit_trail_id": 60,
"number_of_attachments": 0
},
 
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