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Void Checks/Vouchers/Invoices

Access this form using the Activities>Check Writing>Void Checks/Vouchers/Invoices>Start button.

Use this form to select the documents (checks, vouchers, and invoices) that you want to void. See Void Checks/Vouchers/Invoices Session.

If you void a check that contains user defined fields, those fields are part of this check. Therefore, once voided, values for number and currency type fields are reversed (negative switched to positive and positive to negative).

The Reverse Invoice and Reverse Restriction columns are only available if the Accounts Payable module has been installed and added by the Administrator, and if the Administrator checked the "Allow Appending Entries to Invoices and On Account Credits" box using Organization>Set Up Modules>Accounts Payable. The Reverse Invoice check box is only available if the Reverse Restriction column displays a blank. Otherwise, if a restriction displays, the Reverse Invoice box is not available and you cannot automatically reverse the invoice for the check/voucher you are voiding. You will have to reverse the invoice manually, see Adjusting A/R Invoices and Credits for more information.

The "EFT" filter and column are available so you can view items that were paid electronically.

The Currency field is only available if the Multicurrency module has been installed and added by the Administrator. The Checks/Vouchers/Invoices Table only contains checks and vouchers whose currency is the same as the currency selected on the Session form. When an Accounts Payable transaction originating in an alternate currency is paid, it is settled. See Process to Settle Open A/P and A/R Transactions for more information.

 

Filters: The filter is for display purposes only; it allows you to limit which documents are displayed in the Checks/Vouchers/Invoices table.

  • Available Filter, Selected Filter: Select an item in the Available Filter column, and click the Mover ( > ) to move it to the Selected Filter column.
  • Compares To: Select an operator from the drop-down list. The operator compares the value in the Selected Filter column with the values in Criteria 1 and Criteria 2 to determine which documents are displayed in the Checks/Vouchers/Invoices table.
  • Criteria 1: Enter a value to compare with the item in the Selected Filter column. When using Like or Not Like, you can use "%" to represent any number of characters.
  • Criteria 2: Enter a value for the end of a range if the Compares To column contains the Between or Not Between operators.

Checks/Vouchers Table: Documents are initially sorted in Cash Account (GL Code) order. You can choose to sort records based on any column by clicking the column title. Click the check boxes to select the documents you want to void. No documents are selected the first time this form is opened.

  • Records per page: Select how many documents per page to display using the drop-down list. You can view documents in increments of 10, 25, 50, 100, 250, 500, or 1000. The default value for the Records per Page drop-down list was selected using the Options>Customize Workstation Settings>Preferences tab.
  • GL Code: The system displays the account code for the document.
  • Document: The system displays the document number that was entered during transaction entry.
  • Vendor ID: The system displays the vendor ID associated with the document.
  • Date: The system displays the document's date.
  • Currency: The system displays the check or voucher's currency, such as USD, CAD, EUR, GBP, or MXN.
  • Source Amount: The system displays the source document amount in the source currency.
  • Amount: The system displays the functional amount of the document.
  • EFT: The system displays Yes for a voucher—meaning it was paid electronically using the EFT for A/P module; otherwise, this column is blank.
  • Session ID: The system displays the document's session ID.
  • Transaction Source: The system displays the transaction source for the document. This transaction source is APS (A/P system generated Checks/Vouchers), APC (Manual A/P Checks), CDS (Write Checks), or CD (Cash Disbursements).
  • Reverse Invoice: Check this box to automatically reverse the original A/P invoice using the same values in the session, document, and transaction information for a single check or voucher you are voiding. This box is available if the void check box was selected for Transaction Source of APC or APS, the check/voucher selected to void pays one invoice, the check/voucher selected to void pays the full amount of the invoice, the check/voucher has no unposted activity, and the invoice related being paid by the check/voucher selected to pay has never been appended. See the Reverse Restriction field to confirm check box availability. Note that this field is only available if the Administrator checked the "Allow Appending Entries to Invoices and On Account Credits" box using Organization>Set Up Modules>Accounts Payable.

    • Note: When posting, be sure to select both the APV void session and the API reversing invoice session together so that they both get posted at the same time.

  • Reverse Restriction: The system displays the reason an invoice cannot be reversed: No Invoice (the Transaction Source is not APC or APS), Appended (the invoice is related to the selected check and has posted activity appended after it was originated), Pending Activity (the invoice related to the selected check has unposted activity appended after it was originated), Partial Payment (the check does not pay the entire balance of the invoice), or Multiple Invoices (the check was used to pay multiple invoices). Note that this field is available if the Administrator checked the "Allow Appending Entries to Invoices and On Account Credits" box using Organization>Set Up Modules>Accounts Payable. If a restriction displays, the Reverse Invoice box is not available and you cannot automatically reverse the invoice for the check/voucher you are voiding. You will have to reverse the invoice manually, see Adjusting A/P Invoices and Credits for more information.
  • Payee: The system displays the payee information for the document.
  • When filtering data, select Operators to determine which data to display. Also, view a list of Filter Examples that are useful throughout the system and examples of How to Use Wildcards characters with Like and Not Like.
  • In the Checks/Vouchers table, you can sort the data based on any column. Simply double-click a column heading to sort according to that column.
  • The sorting functionality is only for table display and does not affect printing. Print uses the data from the database and is therefore not reflective of how the items were sorted.
  • Payroll checks do not appear in this table. They must be voided in the Payroll module (Activities>Void Checks) or as a manual entry.
  • For larger organizations with many records, you may want to clear the "Use Drop-Down List on Find Forms" using the Options>Customize Workstation Settings>Preferences tab. This eliminates the time it takes to load the Void Checks/Vouchers/Invoices form.
  • To filter on EFT items, move "EFT" to the Selected Filter column, select "=" as the Compares To, and check the box in the Criteria 1 column. Only those items paid electronically display.
  • This form cannot be used to duplicate existing API or APV posted sessions as a new void/check/invoice session.