Void Checks and Stop Payments

Use the Void Checks and Stop Payments function to void a check before it is sent or to stop the payment of a check before it is cashed.

You can void any check after it has been posted, whether it was entered through Bank Reconciliation or Accounts Payable (if that application interfaces with Bank Reconciliation). If Bank Reconciliation interfaces with General Ledger, use the System Manager Period Conversion function to open closed accounting periods if necessary for the void. You cannot void checks to closed accounting periods.

You can stop the payment of any check, even if it was posted from an interfaced application, such as Accounts Payable. In addition, you must do one of these things:

  • If the check was posted from an interfaced application, enter a transaction to reverse the check. Then enter the correct check (if necessary) and post the transactions.
  • If the check was entered through the Bank Reconciliation Transactions function, reverse the check, enter the correct check (if appropriate), and post the transactions.

When you post a voided check, the following things happen to the original disbursement:

  • The status is changed to void.
  • The amount is set to zero.
  • The check is tagged as cleared.

When you post a stop payment, the status of the original disbursement is unchanged, but it is flagged as a stopped payment, which you must manually tag as cleared.

An Exchange Rate button located under the Distribution title bar allows you to view/edit the exchange rate for the transaction.

Posted check records are displayed.

  1. Select the bank account ID of the check to stop payment on from the Bank Account ID field.
  2. Select Stopped from the Status field to stop payment for the selected check number.
  3. Determine whether to delete the stopped transaction.
  1. Select the bank account ID of the check to void from the Bank Account ID field.
  2. Select Voided from the Status field to void payment for the selected AP check number. The Void Accounts Payable Payments window appears.

  3. Select the Status on Reinstate Invoice. Specify whether the reinstated invoice will have a status of Released, Hold, or Temporary Hold.
  4. Specify the Fiscal Period/Year for the reinstated invoice, for posting 1099 payments to, and the reversing entries in GL.
  5. Click OK to set the reinstated invoice status and return to the Void Checks and Stop Payments menu.

You must offset a voided Bank Reconciliation check in the Distribution section. If you attempt to exit from an unbalanced transaction, a message appears, and you must return to the Distribution section to balance the voided BR check amount or the check status is returned to paid.

  1. Select the bank account ID of the check to void from the Bank Account ID field.
  2. Select Voided from the Status field to void payment for the selected BR check number. The Void Accounts Payable Payments window appears.

  3. The Distribution section becomes active. Use the Distribution section fields to offset the voided BR check. Enter the GL distribution account for the voided check in the GL Account field in the Distribution section.
  4. Edit the description, if necessary, in the Description field.
  5. Edit the reference, if necessary, in the Reference field.
  6. Accept or enter the amount of the offsetting debit entry related to the recurring adjustment in the Debit field.
    Note: If the recurring adjustment amount you are offsetting is a credit (or negative), the amount required to balance the recurring adjustment appears in the Debit field.
  7. Accept or enter the amount of the offsetting credit entry related to the recurring adjustment in the Credit field.
    Note: If the recurring adjustment amount you are offsetting is a debit (or positive), the amount required to balance the recurring adjustment appears in the Credit field.

  8. The Void Trans No field will display the voided transaction number.

  9. Click the Save button, on the toolbar, to save the new recurring adjustment.
  1. Select the bank account ID of the check to void from the Bank Account ID field.
  2. Select Voided from the Status field to void payment for the selected PA check number. The Void Payroll Payments window appears.

  3. Mark the Create transactions from history check box to generate a transaction from transaction history for checks with amounts calculated from posted transactions.
  4. Mark the Create checks for voided manual checks check box to recreate a manual check for checks entered using the manual checks function.
  5. Enter the void Fiscal Period/Year.
  6. By default, the check will be voided to the current payroll tax month. Select the Void to Payroll Tax Month check box to change the void payroll tax month to which the void is posted.
  7. Click OK to continue.
  1. Select the bank account ID of the check to restore from the Bank Account ID field.
  2. Select Paid from the Status field to restore the voided or stopped payment.
  3. Determine whether to delete the stopped/voided transaction.