.png)
, then click on the Void Checks button. .png)
VOID ACCOUNTS PAYABLE CHECKS
PLEASE NOTE:
When you void a check, it will automatically:
•Move the invoice(s) on the voided check back to the open invoice file
•Debit your cash account with the amount of the check(s) being voided
•Credit your accrued accounts payable account with the amount of the check(s) being voided
ALSO NOTE:
You must either reissue a check(s) to replace the voided check(s) by creating new invoice(s) or making corrections to the erroneous invoice(s), OR you must delete the invoice(s) on the check(s) you've voided. REMEMBER: VOIDING A CHECK DOES NOT VOID THE INVOICE.
======================================================
1. To access VOID CHECKS, click on the PAYABLES button , then click on the Void Checks button.
2. Next, the following ENTER INFORMATION screen will appear on the screen:
.png)
3. SELECT PAYMETN TYPE TO VOID: .png){kind=small}
Select whether you want to void CHECKS or an EFTP by clicking the radio button next to the name. (Defaults to Checks.)
4. ENTER JOURNAL NUMBER TO LOOK IN: .png){kind=small}
To void the check, you will need to enter the journal number the check was paid in. (AP PAY JOURNAL).
5. BEGINNING & ENDING CHECK NUMBERS TO VOID: .png){kind=small}
Enter the beginning and ending check numbers to void. If you are deleting ONE check, then the beginning and ending number will be the same number. If you are deleting multiple checks, enter the beginning and ending number of the range of checks you are deleting. THESE CHECKS MUST BE IN CONSECUTIVE ORDER. If you have checks that need to be deleted, that are not in consecutive order, you will need to run this program as many times as you have non-consecutive checks.
6. VIEW PAY JOURNAL: .png){kind=small}
Click on the VIEW PAY JOURNAL button to make sure these checks are listed in the journal you have chosen. The following screen will appear. Verify that the check you want to void is listed. If this is the wrong journal, you can press the UP and DOWN BLUE ARROW keys to locate other journals. You also can locate a journal when you first go into PAYABLES, ACCOUNTS PAYABLE POST, then click on the yellow folder icon and look for PAY journals.
.png)
7. Click CLOSE .png){kind=small}
to get out of viewing the journal.
8. If this is the correct journal and check numbers, click OK. .png){kind=small}
9. You will then receive the following confirmation. Click OK, if you want to continue; Cancel if you don't want to continue.
.png)
10. The following confirmation will confirm that your check(s) have been voided. Click OK.
.png)
REMOVING INVOICES ON VOIDED CHECKS
If you will not be reissuing checks to cover invoices that were on voided checks, you will need to remove those invoices from your open invoice file. To accomplish this, you will use the Payables program. .png)
1. In Accounts Payable Post .png)
, load the invoice journal that includes the invoice(s) you wish to remove. Locate each individual invoice and highlight it in the upper (transactions) grid.
.png)
2. Click the DELETE IND button .png){kind=small}
to remove the invoice and its distributions. Repeat this to remove any other invoices you need to.
3. When you are finished removing invoices, click the COMMIT button .png){kind=small}
to save the updated journal and post the changes (deletions) to your general ledger.
If you don’t do this step, then every time you run the AP Pay program, old invoices that were paid on checks you have voided will keep showing up as open and payable. Also, your general ledger will still reflect the open invoices in your accrued accounts payable account and your invoice distributions will still be reflected in the accounts they were posted to.