Voiding an AP Check
The below process highlights how to Void an AP Check including voiding a check and re-issuing it as well as voiding and reversing the original AP Bill. Parish accounting users will complete the Void an AP Check process at the entity level.
Steps
Initial Navigation – to naviate to the Check Register screen from the Accounting Console:
- Click the Application drop-down menu
- Select the Accounts Payable module
- Under Reports, click on Registers > Check Register
locating the check
The title “Check Register” should appear in the upper left hand corner of the report, proceed as follows:
- Select the month the check was issued by selecting from the “Reporting Period” drop-down.
- Select the “Checking Account” from the Filters section
- If greater search filtering for the check is required utilize options throughout the “Filters” settings section.
- Verify the Format and Titles settings meet your needs.
- Click on the “View” button in the upper right hand corner.
- A list of all checks issued for the period and/or filter selection(s) should appear.
voiding and re-issuing a check
If the requirement is to void and re-issue a check, the following procedures apply. This might occur if a check was damaged or lost and a replacement payment must be issued:
- Click the Void (link) to the right of the check requiring a void status
- A dialog box with the title “Void Payment Date” (upper left corner) should appear.
- A confirmation of the check details will appear in the middle of the screen and a date input field which reads “Void the payment on date.”
- Select a CURRENT PERIOD DATE for voiding (e.g., today’s date or a date in the current month). Do NOT select a date corresponding to the original check date – this will disrupt prior period results.
- Enter any relevant description for the void transaction into the Memo field
- Click the Submit button in the middle of the screen.
- Verify that the check re-appears in the “Pay Bills” screen – ready for selection, approval and re-printing. Refer to the AP Pay Bills process documentation for guidance.
voiding a check and reversing the original invoice
If the requirement is to void the check and reverse the original invoice, the following procedures apply. This is applicable when the user intends to void a check and reverse the original AP Bill because the user does not intend to make a payment to the vendor for the invoice now or in the future:
- Follow the same procedures above for voiding the check (steps 6-9).
- Mark the checkbox that reads “Reverse” (lower portion of the screen).
- Enter a current period date in “Reverse as of.” DO NOT select a date corresponding to the original invoice date – this will disrupt prior period results.
- Click the Submit button in the middle of the screen.
VERIFY THAT CHECK VOIDED AND INVOICE REVERSED
Verify that any check voiding or subsequent invoice reversal process completed properly.
- To verify that checks voided properly, either refresh the Check Register window after clicking on Submit by clicking on the View button or
- Alternate process to view the Check Register is to follow steps 1-9 above
- Review the Check Register to look for the voided check
- Verify that the invoice does not re-appear in the “Select Bills to Pay” screen as an outstanding balance. (Accounts Payable > Pay Bills)
- Verify A/P Debit Memo was issued against the original bill in Intacct using the AP Ledger Report (Accounts Payable > Reports > AP Ledger)
