Void an Accounts Payable check

There are two (2) ways to void a check. 

One, void the check without reversing the invoice.   By using this option, you can reissue a check that may have been lost without having to reenter it into the system.  If you need to void a check in this manner, follow the steps under Option 1 below.

Two, void the check AND reverse the invoice.  By using this option, the check and invoice will be cleared and credited against the expenditure(s) used when the invoice was entered.  This option is helpful when a check should not have been issued at all.  If you need to void a check in this manner, follow the steps under Option 2 below

Option 1: Voiding a check without reversing the invoice

Use this option when

• A check has been lost in the mail and you need to print a new check.
• A check was printed with the wrong address.
• A check needs to be reissued using the original invoice.

Do this...

1. Open Connect Accounts Payable > Invoices and Payments > Void Checks.

2. Verify the Transaction Date is the current date.

The current date is the default date. The current date is the date that you want to use to record a voided check.

3. DO NOT select the checkbox titled Reverse Invoices.

Doing this will void the check without voiding the invoice. This means that you can use the same invoice to issue payment and you're not changing the expenditure balance. The original expense remains in the period in which it was recorded.

4. Click GO (CTRL+G).

The Enter Values form prompts for the check number and check issue date.

5. Enter the check number and check issue date for the check that you are voiding.

This step may be different for your organization. It depends on how your organization has set up the Selection Criteria.

6. Click OK.

Connect voids the check number created on the check issue date.

7. Reprint the check.

• Option 1: Use Select Invoices for Payment to reselect the invoice and print a new check.
• Option 2: Use Enter Invoices to add another sequence to the invoice to correct the paid amount. Then, use Select Invoices for Payment to select the corrected invoice and print a new check.

8. At the appropriate time, update the voided check transaction to the General Ledger.

Updated 18Jun2018

Option 2: Voiding a check and reversing the invoice

Use this option when

• A check was created for the wrong vendor.
  
• A check was printed for an incorrect amount.
• A vendor was already paid and a check isn't needed.
• A vendor did not need to be paid.

Do this...

1. Open Connect Accounts Payable > Invoices and Payments > Void Checks.

To find the check issue date, GL period, amount, and so on, use Vendor Inquiry to look up a check number.

2. Verify the Transaction Date is the current date.

The current date is the correct date for recording voided checks. Do not change the date. This date is not related to the check issue date. Click this link for more information.

3. Select the checkbox titled Reverse Invoices.

This option will void the check AND void the invoice.

4. Select the GL Period.

This is the GL period where the invoice will be voided. Usually, it's the current month that's open in the general ledger.

5. Click GO (CTRL+G).

The Enter Values form prompts for the check number and check issue date.

6. Enter the check number and check issue date for the check that you are voiding.

This step may be different for your organization. It depends on how your organization has set up the Selection Criteria.

7. Click OK.

The check is voided and a reversing entry is recorded to void the invoice in the selected GL period. The dialog box will tell you how many checks were voided. Connect will add an adjustment entry to the check transaction that you can see on the Invoices tab > Single tab in Vendor Inquiry. Now, you have the original check sequence and a voided check sequence. There is no open balance for the invoice.

8. At the appropriate time, update the voided check transaction to the General Ledger.