Warning!
All transactions get posted with the Default Session Date (the date you assign at logon).
Therefore, the voided transaction will be posted on the Default Session Date.
If you do not want this to occur, you must change your default session date before doing the void.
- Click Checks on the top bar menu.
- Select Void an Issued/Printed Check
- Enter the account number or click on the
to list all the accounts.
- Choose an account then press Select.
- Enter the check number.
- Click Find Above Check to Void.
- Enter the Void Reason.
- Click Void.
- Select Yes to Confirm.
- The Re-Issue dialog box will open.
- Click YES: The check will be reinstated on your bills list, and a confirmation message will open. This option is typically used when a check is lost.
- Click NO: Usually because changes are needed to be made to the payment or purchase order.
This option is used typically when accounting or payment details need to be changed.
(Choosing “No” can produce different results depending on system settings. – See System Policies.)
If the system IS SET to Void Back to PO, a re-encumbered message will display:
If the system IS NOT set to Void Back to PO, a confirmation will display:
**Important Information**
- A check from PRIOR TO the Appropriation Reserve Year CANNOT be voided in this manner.
- Instead, use a negative disbursements journal and the same check number as the original disbursement entry.
- When voiding a check in the prior fiscal year be sure to apply the credit to the proper expense account. The prior fiscal year is now in your Appropriation Reserve Budget, and all transactions prior to that are now in Accounts Payable.
- Voided checks from Purchases Orders will Re-Encumber Funds on the Purchase Order; this is done by adding new lines to the PO stating the check was voided, and the funds were re-encumbered. If you do not want to re-pay the purchase order you must cancel it.
- A check from the prior fiscal year can usually be voided in the normal way (“void an issued/printed”); check the entry to be sure the proper accounts are being used.
- You will need to create a new disbursement journal to reissue a check dated from the prior year.
- Find the original disbursement journal by searching by the Check Number. Use this icon:
- Use the Save entry to local file function to save the entry, and the Load entry from local file to reload it to a new entry.
- The entry on your screen must now be modified to reflect the date of the current entry, the original check number, and the reversal of the amounts.