Voiding Checks

Use the Void Check window to void a single check or a series of checks. You cannot void a check that is in a closed accounting period.

For example, if you wrote a check, sent it in the mail, and it never arrived at its destination you may want to void that check. In addition, if you were printing checks and the printer destroyed a number of checks in a row you want to indicate that those checks are null and void in your system.

When you void a check, the invoices that check was tied to are resent to an open, unpaid setting. You can then pay them on a new check. The invoices themselves are not canceled when you void the check.

Note: If you are using the Wells Fargo Payment Manager to disperse checks, see Handling Wells Fargo Payments in the Wells Fargo Payment Manager online help documentation.

To void a check:

From the A/P menu, select Void Check to display the Void Check window.

In the Bank Account field, enter the bank account from which the check you want to void was written.
In the Check # field, enter the check number, or the first number in a series, that you want to void.

To void a series of checks, when you have entered all the necessary information, click Void Series to enter the last check number in a series. See step 7 for more information.

The system populates the following fields, based on the number you enter in the Check # field:

Column	Description
Reconciled Date	The date the check was reconciled, if it was reconciled. For more information, see Reconciling Single Checks.
Vendor Name	The vendor to whom the check was written.
Check Date	The date of the check.
Branch	The branch to which the vendor associated with the check is assigned.
Check Amount	The amount of the check to be voided.

In the Reuse Check # field, enter one of the following to determine whether to reuse the number displayed in the Check # field:
Yes - Reuses the check number on the next check. For example, if the check number you are voiding is for a check that the system thinks was printed but that you can still use, enter Yes. Enter Yes if you have cancelled the print job for a check run.
No - Does not reuse the check number on the next check. For example, if the check number you are voiding is for a check that has printed or was caught in a printer jam, or for a check on which you are stopping payment, enter No.

Note: If you want to reverse the check, enter No. You cannot reuse check numbers when you reverse a check.

In the Void/Reverse field, the system automatically selects the appropriate choice, Void or Reverse, based on whether the account period is closed or still open. This prevents users from making the wrong choice (Void versus Reverse) and causing accounting errors.

Void - Void is the only option when there is no Reconciled Date, indicating that the accounting period is still open.
Reverse - Only the Reverse option is available when the check date is prior to the Reconciled Date (closed accounting period). When you reverse a check in a closed accounting period, you can re-open the payable and cut a new check. You cannot reuse check numbers when you reverse a check.

If you reverse a check, the following occurs:

The Check Register Report reflects this information by placing "***Reversed***" next to both the original check and the reversed check.
If you reverse a check that was written to a future date, then the check you reversed posts to the system with the same date as the original.
The system prevents you from reversing the same check twice.

In the Reconciled Date field, the system displays the reconciliation status of the check. Do one of the following:

If this field is empty, the check has not been reconciled, and you do not need to change the status to void or reverse the check. Continue with step 7.
If this field is populated, the check has been reconciled. Press Alt-C to clear the field and unreconcile the check. The Reconcile Date field on the Check Reconciliation window reflects the action you have just taken. For more information, see Reconciling Single Checks.

When you are finished populating the screen, do one of the following:

To void a single check, click Void Check. The system prompts you to confirm the action.
To void a series of checks, click Void Series. The system prompts you to enter the ending check number in the series, then displays the range of check numbers, and prompts you to confirm the deletion.

Save your changes and exit the window.

Locating Locks on a Void Check

When your attempt to void a check in the Void Check window results in a locked file, the system now directs you to a hold file to resolve the lock.

If you receive the system message, “Locks were found at voiding check, report was generated in the hold file,” retrieve the data from the hold file for research to clear the lock.

From the Report Queue locate and open the Void Check Lock Report. There you can see the locked transactions for the check.
Navigate to and open the Current Record Locks window.
Locate those transactions and research to unlock the transactions. Once unlocked, you can void the check.

Depending on your company policies, you can research to resolve the locked check record by determining which user has the check record open and requesting they close it.