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

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

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

You can only void a cheque in the Cheque register in one of the following circumstances:

  • The cheque has been confirmed to the General Ledger.

    Void unconfirmed cheques from the Print cheques 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 cheque in an open period.

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

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

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

    If you’re viewing the Cheque 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 Cheque register report.

    If you’re restricted to certain entities and want to void a cheque created at the top level, run the Cheque 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 cheque in the Cheque Register report

Subscription Cash Management
User type Business, Employee
Permissions

Cheque 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 > Cheque.

  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 cheque 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 AP supplier invoice, select Reverse.

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

  5. Select Submit.

Unless you reversed it, the associated AP supplier invoice is available to select again for payment on the Pay AP supplier invoices page.

Step 2: Correct the original error

The following provides instructions for common corrections.

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

  • Go to Accounts Payable > All > AP supplier invoices > Pay AP supplier invoices.

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

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

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

Next step: Reprint the cheque.