Voiding a Check

Note:  Use the instructions below to void a check, direct deposit stub, or automatic payment stub.  When voiding a direct deposit stub or an automatic payment stub, contact your bank to be sure that they are able to reverse the transaction before voiding the item within the School Accounting System.  If a direct deposit stub is voided, all the direct deposit transactions (splits) included on the stub are voided, including any transactions (splits) that were written as a check, if applicable.

Note:  If desired, to access the Void Checks option from Accounts Payable or Payroll, select the Options menu from the Accounts Payable or Payroll screen, Check Options, and then Void Checks.  When accessing the option from Accounts Payable or Payroll, only the checks written in the particular module from which the option was accessed can be voided.

Note:  Click the Find button to select the correct check type, checking account, and check number of the check, direct deposit stub, or automatic payment stub to void; then continue with the Void Date field.

Note:  The date entered in this field will be used to determine on which Quarterly 941, Employee W2, or Vendor 1099 the voided amount will be reflected as those reports are all generated based on the Check Dates.  If voiding a Payroll check and a Quarterly 941 has been electronically submitted for the applicable quarter, the system will not allow the date to be saved and an error icon will appear to the right of the field; verify the date entered is correct, and if needed, contact Customer Support for assistance.  If the date entered in this field is more than two months different from the current date, or is not in the month specified as the Void Processing Month, a warning icon will appear to the right of the field; verify the date entered is correct.

Note:  If the month entered is prior to the current month, all the financials from the specified month and forward will be affected (changed).  If the month entered in this field is more than two months different from the current month, a warning icon will appear to the right of the field; verify the month entered is correct.  If the month entered in this field is different from the month specified in the Void Date field, a warning icon will appear to the right of the Void Date field; verify the dates entered are correct.

Tip:  Since the invoices tied to the check are automatically voided when the check is voided, utilize the Copy Invoice option to copy and recreate the voided invoice in order to pay at a later date, if needed.

Tip:  If the check contained invoices that were expensed in a prior fiscal year and some that were expensed in the same fiscal year, the Reversal Option is only applicable for the invoices that were expensed in a prior fiscal year.

Note:  Once the check is voided, this comment will be reflected in the Comments field in the Checks File Maintenance for the voided check.

Tip:  If voiding a Payroll check, the system will automatically accumulate the payables in the Deductions Payable and Taxes Payable options for all deductions and taxes which are tied to payees (Payee ID field is completed).

Note:  For Iowa school districts only, if the check included an invoice that had been reverse GAAP expensed and the system was not able to post correcting reverse GAAP expensing entries for the invoice, the prompt will note the check contained reverse GAAP expensing entries and manual journal entries may need to be completed; click Yes to continue voiding the check, and if needed, enter manual journal entries (being sure to select the Reversing GAAP field on the batch options screen for the manual journal entries batch) to debit the appropriate Accounts Payable balance sheet account number(s) and credit the appropriate expense account number(s).

Steps to Print a Report

Note:  When printing a Check Register, to specify a particular date range for when the voided checks were written (not voided), use the Check Date parameter; to specify a particular date range for when the checks were voided, use the Void Date parameter.