500.02 voiding a sale

1. Number: 500.02
SUBJECT: VOIDING A SALE Page: 1
Date: 11/16/00
Approved: Ryan Drabek Revised: 03/18/13
I. PURPOSE
To establish a uniform procedure for voiding a sale transaction using the Chameleon
Animal Management System’s Journal Entry function.
II. POLICY
All voided transactions shall be processed in Chameleon by the responsible staff member
using the Journal Entry function. A memo shall be created and attached to the Receipt
window for every Journal Entry Receipt. Supervisors will review all Journal Entries on a
regular basis to look for any discrepancies.
III. SCOPE
Applicable to all personnel using Chameleon.
IV. FORMS
Not Applicable.
V. REFERENCES
OC Animal Care Policy and Procedure 600.25
VI. DEFINITIONS
Not Applicable.
VII. PROCEDURE
A. Journal Entry a Receipt:
1. The employee who stored the original receipt must be logged into
Chameleon in order to Journal Entry the receipt.
2. Go to the Receipt Window and enter the receipt number (i.e., R12-
123789) that is to be voided out and press F12 to view the receipt.

2. Number: 500.02
SUBJECT: VOIDING A SALE Page: 2
Date: 11/16/00
Approved: Ryan Drabek Revised: 03/18/13
3. Verify that the receipt submitted for a Journal Entry has not been voided
previously from the log of receipts located on the top right corner of the
Receipt Window. The amount will appear with a negative (-) in front of it
(i.e., -100.00, -24.00, -12.00 etc.).
4. If the receipt has not been previously journal entried, go to Procedures and
select Journal Entry. Chameleon automatically journal entries the receipt.
Chameleon will ask if the user is positively sure the record is to be voided
out. Select OK, Chameleon will then confirm the receipt has been journal
entried.
5. It is necessary to clear or exit the Receipt Window if a new receipt is to be
created. If the Receipt Window is not cleared after a Journal Entry, the
new receipt will be stored and there will be no corresponding Journal
Entry to the original receipt being voided.
6. If payment was not received, the Tag/Link Window must also be updated
to show a payment was not received (See OC Animal Care Policy and
Procedure 600.25 Issuing Problem License).
B. Creating the Memo:
1. From the Receipt Window, pop-up or press the memo icon to bring up the
Memo Window.
2. The Memo ID must be the same as the Receipt number being voided.
3. The Memo type must be “Note”.
4. The memo text must contain the following information:
a. Date the memo was initiated.
b. The original Receipt number of the Journal Entry and the newly
created Receipt number for the correct transaction.
c. Reason for the Journal Entry.
d. If multiple animals are owned by the person, specify for which
Animal ID the voided transaction applies.
e. The employee’s initials.
5. Store or press the F9 key to save the memo.
C. Supervisor Review:
1. Supervisors will run a report on a Monthly basis to review all Journal Entry
voids created by staff. They will look for any excessive or suspicious
voids.