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Void Checks/Vouchers/Invoices

General Ledger Checklists

General Ledger FAQs

Void Checks/Vouchers/Invoices Session

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

Use this form to set up a session for the checks and vouchers you are going to void, and the reverse their associated A/P Invoices, if applicable. (This is the first of two forms that must be completed to void checks or vouchers and reverse the associated invoices.) Enter a Session ID to identify a particular batch of documents. Then, enter session information (Status, Description, and Date) and determine if you want to enter a New Effective Date. Click Start to begin voiding checks and vouchers.

Note: The system uses the New Effective Date and the Original Effective Date when checking for the Prohibit and Warn dates (Organization>Organization Preferences - Entry Dates Tab).

If during the active session, you choose to void one or more General Ledger disbursement checks, one or more Accounts Payable checks or vouchers, and reverse one or more Accounts Payable Invoices, the system actually creates three related sessions with the same session ID. Therefore, the single session ID that is provided on this form is assigned to three sessions created by the system: a void General Ledger disbursement check session (with a transaction source of VCK), a void Accounts Payable check/voucher session (with a transaction source of APV) and a reverse Accounts Payable invoice session (with a transaction source of API). The system splits such sessions because it is required for appropriate reporting later.

Troubleshooting

  • Possible causes of why a check does not show up in Void Checks:
    • The Records Per Page count is not displaying all of the checks available to void. Either increase the records per page count or use View Next Page to locate the check.
    • The check has already been voided.
    • The check has been cleared in the Bank Reconciliation module. An already cleared check can only be uncleared using Activities>Reconcile Cash Accounts so that voiding the check will again be possible.

The Currency field is only available if you have installed and added the Multicurrency module.

 

Session ID: To create a new Session, enter a unique session ID representing the checks and vouchers you want to void, or press the "+" (plus) key to have the system assign a session ID. We recommend using all numeric session IDs. We also recommend limiting your entry to strictly alphabetic characters (A through Z) or numeric characters (0 through 9), and avoiding the use of symbols.

Status: Select a status from the drop-down list. When the organization was set up by the Administrator using the Organization>Organization Preferences>Processing tab, a processing mode was designated. The status appears in the drop-down list according to the processing mode that was chosen for the organization. The table below shows which status is valid for each processing mode:

 

Organization Processing Modes

Status

Batch

Combination

Online

Batch-To Post (BP)

Valid

Valid

  

Batch-To Suspend (BS)

Valid

Valid

  

Online Posting (OL)

  

Valid

Valid

Description: Enter a description for this batch of documents.

Date: Enter a valid date for this session.

Currency: Select a currency type from the drop-down list, such as USD, CAD, EUR, GBP, or MXN. The currency defaults to the organization's functional currency. Currencies were created and activated by the Administrator using the Organization>Currency Setup form.

Use Original Effective Date: Select this box to use the original document's effective date for the void entries. The effective date is used for all transaction lines of the reversing entry. Note The system prohibits and/or warns you with a message when the documents' original effective date is posting into a closed year.

New Effective Date: Enter a new effective date, if you do not want to use the original effective date. Note The system prohibits and/or warns you with a message when a new effective date is posting into a closed year.

Session Totals: The system displays the total number of documents and total amount.

  • Any changes that are made to the session apply to both General Ledger and Accounts Payable void checks, vouchers, or invoices.
  • For new sessions, you can use the same effective date for the void entry as the original documents used in their entry. Alternatively, you can designate a specific date using the New Effective Date box.
  • Rather than manually entering a session ID each time, you can have the system assign the next available session ID. With the cursor in the Session ID box, press the "+" key to automatically increment the session ID from the last session ID used. To change the last session ID, with Administrative user rights, use the Organization>Organization Preferences>Session tab.
  • The relationship between the session Status and the Processing Modes (Organization>Organization Preferences>Processing tab) are as follows:
    • As the Administrator, if you chose either the Online or Combined processing mode and specified this session as Online Posting (OL), the post occurs when you Post the document. (When you Post, the system performs all the necessary edits to ensure valid codes and a balanced entry.)
    • As the Administrator, if you chose either the Batch or Combined processing mode and specified this session as Batch-To Post (BP) or Batch-To Suspend (BS), you must save the session. Then, use the Activities>Manage Sessions>Post Transactions form to post the document. Only sessions with a status of BP are available for selection on the Post Transactions form. Therefore, you must change a session's status from BS to BP before it can be posted.
    • As the Administrator, if you chose Combined processing mode, once a session status is specified as Batch-To Post (BP) or Batch-To Suspend (BS) and the first document is saved, you cannot change to Online Posting (OL). Likewise, once a session status is set to OL and you have posted the first document, you cannot change the status to BP or BS.
  • Unless you are posting Online, deleting a session deletes all transactions that you entered in that session, and documents selected to be voided are not voided. If you are posting Online, you cannot delete a session once the first document has been posted.
  • The system prohibits voided and reversing documents from posting into a closed year, when Prohibit Prior To dates remain set (Organization>Organization Preferences>Entry Dates tab). If the new effective date or the selected document's original effective date violates the Prohibit Prior To dates set by the Administrator, the system displays a message.