Voided Transaction Receipt Template

Record the original transaction reference, amount and reason for voiding. Add the staff references and review the document before downloading.

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Keep the void record linked to the original transaction

This layout records a void action with the original transaction reference, amount and date. It has separate spaces for the reason, the person recording the void and the person authorizing it. Preparing the document does not cancel a card authorization or refund a payment; those actions belong in the payment system.

Information this record holds

Section	Details
Original transaction	Reference, amount and original date
Reason	An explanation of why the transaction was voided
Staff	Voided-by and authorized-by entries
Record date	The date and time of this receipt
Amount row	A separate row for the document, initially set to zero

Check the original and current records

Enter the original reference and date so the void record can be matched to it.
Copy the original amount into its dedicated field. It is separate from the receipt’s item total.
Add the reason and staff references from the actual record.
Check the processor’s transaction information separately, then review the wording and export the document.

FAQs

Will creating this receipt void a payment?

No. The editor creates a document only. Use the relevant payment system to cancel an authorization or handle a refund.

Why is the sample item amount zero?

The sample describes a void record rather than a new charge. The original transaction amount is shown separately and does not feed into that row’s total.

Can I use the void record for a refund?

Use wording that matches the action actually recorded by the payment provider. A void and a refund are different transaction actions; renaming a document does not perform either one.

Official sources

Square documentation: cancel or void an approved payment

Related Templates

Keep the void record linked to the original transaction

Section

Details

Original transaction

Reference, amount and original date

Reason

An explanation of why the transaction was voided

Staff

Voided-by and authorized-by entries

Record date

The date and time of this receipt

Amount row

A separate row for the document, initially set to zero

Check the original and current records

Enter the original reference and date so the void record can be matched to it.

Copy the original amount into its dedicated field. It is separate from the receipt’s item total.

Add the reason and staff references from the actual record.

Check the processor’s transaction information separately, then review the wording and export the document.