Go (start the void and reversal).This function voids an AP or Payroll Check and produces the reversing entries for the check.
Note: Date to Pay
For AP Invoices, the Date to Pay will be set to blank; you will need to rerun the Date to Pay function in order to reissue the check.
Note: Original Transactions
This function does nothing to the original transactions that the check applied to. If you wish to change the original AP or Payroll information, return to the original AP or Payroll transaction and correct or reverse as appropriate. See Correcting Journal Entries or Reversing Journal Entries for details.
Note: Manual AP Checks
This function now prevents you from voiding Manual Checks, and displays a message to address Manual Check Voids in the source AP Journal Transaction (by deleting the transaction).
Voiding Manual Checks
DO NOT use the Void AP Check function to void a manual check. Changes to AP Transactions for manual checks should be accomplished by first deleting the transaction (to remove the entire invoice/check#) and then re-entering it. The way that you would delete a manual AP Check or Credit Card entry is as follows:
1. Load the APJ entry into the viewer. You should get a warning about the closed Period.
2. Change the Accounting Period to one that is Active.
3. Change the Effective Date to one that satisfies the selected Accounting Period.
4. Push the Delete Record button and answer Yes to the 'Delete all children' prompt.
5. Answer No to the 're-use check' question.
Note on Audit Trails: the original and reversing AP Journal trx are maintained but you will need to filter to ALL to see them.
Note on Bank Reconciliation: AP Check and Credit Card transactions deleted in this manner do NOT appear on the Bank Reconciliation when the Auto Fill Trans button is clicked.
Required to void a vendor check or payroll check. GL and AP history will be undone for AP check; GL and Payroll history will be undone for Payroll checks.
Select Start Void AP Checks for Vendor Checks
Select Start Void PR Checks for Employee and Payroll Miscellaneous Deduction (garnishment) Checks
Voiding PR Miscellaneous Deductions Checks
If an Employee Check associated with one or more Payroll Miscellaneous Deduction Checks (PRMD), the system will issue a warning to the user and let them decide whether or not to continue. In this case, voiding the 2nd set of garnishment checks (that might be produced after the employee’s check is rerun) should be part of the user’s process. As long as the garnishments are the same, a second set of garnishment checks wouldn't be required. Therefore, in that case, the user wouldn't have a second set of garnishment checks to void. A potential problem occurs if the garnishment checks can't be voided but the amounts have changed due to the voided and recomputed payroll. In that case, the user will be required to submit the net difference on a manual check or ask for a refund in the event of an overpayment.
In version 7.3 and up, validation is in place to prevent the user from voiding reconciled AP/PR checks. In previous releases, the user was warned that a check was reconciled, but could in fact complete the void process.
GL Bank Account:
The GL Bank Account the check was originally drawn on.
GL Entity:
The GL department or profit center of the original check.
Check Number:
The number of the check to be voided. The display-only Check Date, Check Amount, Payee Name and Check Type (payroll or vendor) will be filled in when the valid number of a system check is entered.
Accounting Period Id:
Enter the Id of an active accounting period or double-click on this field to selected from a list. This feature is important as you may not want to void a check to a prior period. This field is required.
Check Reverse Date:
The effective date of the reversal.
Period Start Date Period End Date:
These display-only fields default from the Accounting Period record. The Check Reversal Date must fall within this range.
Check Description:
This field defaults from the Check record. It may be edited by the user to note the reason for the void. If the Check Description field was blank when the Check is voided, the system will continue to default in the Description using the following format: Voided 07/09/2018 01:36:39 PM UserId.
Go (start the void and reversal).