Void a check that's already been confirmed to the General Ledger

A check payment is recorded to the General Ledger after you confirm it on the Print checks page. First void the check in the Check register. Then, you can correct the original error and reprint.

Make sure to enter the correct void date for the check as it cannot be changed.

You can only void a check in the Check register in one of the following circumstances:

  • The check has been confirmed to the General Ledger.

    Void unconfirmed checks from the Print checks page.

  • You have the appropriate permissions.

    You need permissions in Accounts Payable to void posted payments and (optionally) posted advances. You need similar permissions in Expenses to void posted reimbursements and posted advances.

  • You're voiding the check in an open period.

    You can't void a check in a closed period. Instead, void the check using a date that falls within the next open period.

    For example, you have a check dated 6/20/2022. You reconciled the check at the end of the next month on 6/30/2022 and closed the books on the same date. You can void the check using the date 7/1/2022 because this is a date that falls within an open period. You can't void the check any earlier than this date without reopening the reconciliation and also reopening the period. Make sure to enter the correct void date for the check as it cannot be changed.

  • You're in the same entity that made the payment.

    If you’re viewing the Check register report from the top level and do not see a Void link, slide into the entity from which the payment was made and open the Check register report.

    If you’re restricted to certain entities and want to void a check created at the top level, run the Check register report without providing a location. Without a location filter, the report shows transactions created at the top level only. Where applicable, you have the option to void.

    Alternatively, you can void payments from Posted payments in Accounts Payable.

     

Step 1: Void the check in the Check Register report

Subscription Cash Management
User type Business, Employee
Permissions

Check Register Report: Run

  • To void Accounts Payable posted payments: Accounts Payable permissions for Posted payments: Void

  • To void Accounts Payable advances: Accounts Payable permissions for AP advances: Void

  • To void Time & Expense posted reimbursements: Time & Expense permissions for Posted reimbursements: Void

  • To void Time & Expense advances: Time & Expense permissions for Posted advances: Void

  1. Go to Accounts Payable > All > Reports > Registers > Check.

  2. Use the report filter options to narrow the report results based on the , date range, or other options, then select View.
  3. Select Void next to the payment.
  4. Review the information on the Void Payment Date page.
    • By default, the void date is set to the current date, but you can set a different check void date. After you submit the void action, you cannot change void date.
      Best practice: Reverse the payment on the same date you applied it so that you get the immediate net effect of zero for that transaction.
    • If you want to reverse the associated bill, select Reverse.

      If you reverse the bill it will not be available for you to repay it. You need to create a new bill.

  5. Select Submit.

Unless you reversed it, the associated bill is available to select again for payment on the Pay Bills page.

Step 2: Correct the original error

The following provides instructions for common corrections.

Learn how to re-issue a check with a new check number or re-issue a check with the same number.

  • Go to Accounts Payable > All > Bills > Pay bills.

You can then change the payment method, amount to pay, or other information.

After you void the check, you can make changes by editing the bill.

You can’t delete a bill after a payment has been entered against it, even if the payment was voided.

Next step: Reprint the check.