Void an Issued/Printed Check

FAS: A guide to void a printed/issued check.

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NOTICE

ALL transactions post with the date showing as the assigned ‘Default Session Date’. The ‘Default Session Date’ is the Calendar Date that get’s confirmed upon opening of the program. The Default Session Today defaults to the current date.

If you need a specific void date, change your default session date before doing the void. See Setting the Default Date

  • To void an issued/printed check, click Checks on the top bar menu.
  • Select Void an Issued/Printed Check
  • Enter the check number.
  • Enter the account number or click on the to search for the account.
The check will be displayed in the bottom part of the dialog.
  • Click Find Above Check to Void.
  • Enter the Void Reason.
  • Click Void.
  • Select Yes to Confirm.
  • The Re-Issue dialog box will open. Both yes and no options are explained below,
  • 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.
  • 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 dated from PRIOR TO THE CURRENT YEAR CANNOT be voided in this manner. ***
    • Instead, use a negative disbursements journal and the same check number as the original disbursement entry.
  • To void a check via disbursement entry:
    • Find the original disbursement journal by searching by the Check Number.
    • Use this icon to search for the check number:
    • Use the Copy To New function to save the entry to reload it to a new entry.
    • The new entry must now be modified to reflect the date of the current entry, the original check number, and the reversal of the amounts.
  • 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.

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