Void or refund? Which one to use

Void a cash or check gift that was entered by mistake. Refund when money really goes back to the donor — card refunds go back through the processor.

Who does this: Owners & admins5 steps

Before you start

1
When to void
Void when the gift should never have been recorded — typed twice, wrong person you can't fix, a test. Voiding is for cash, check and other non-card gifts. It keeps the record and receipt number for your audit trail, but it stops counting.
2
When to refund
Refund when the donor gets money back. A card or ACH refund goes back to the card through your processor. For cash or a check you returned yourself, use “Record refund” so the books show it.
3
Open the gift
Open the gift's page. The “Refund / void” box is on the right.
The Refund / void box.
4
Void a cash or check gift
Click “Void (entered by mistake)” and confirm. You see “Payment voided”. It moves to Settings → Recycle bin for 30 days in case you need it back.
Void a gift entered by mistake.
5
Refund a card gift
On a card gift the box shows the amount and a red “Refund” button. Click it and confirm. See “Refund part of a card gift” to give back only some.
A card gift is refunded, not voided.

Several cash/check gifts entered by mistake? Tick them on Giving → Gifts and click “Void”.
A bounced check is neither — use “Mark bounced”.
Zeffy gifts are refunded in Zeffy; record the refund here afterwards.

It says “Card payments must be refunded, not voided”.

Use “Refund” for card and processor gifts.

It says “Sent for approval — a second admin has to approve…”.

Your organization uses two-person approval. Another Owner or Admin approves it under Approvals; until then nothing changes.

I don't see the Refund / void box.

Only Owners and Admins see it on the gift page. Staff with the refunds permission can still void cash and check gifts from the Gifts list.

I voided the wrong gift.

Go to Settings → Recycle bin → Voided gifts and click “Restore” (within 30 days).

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