Void Checks

Use this option to void checks against which you canceled payment. You can void a current year check that was recorded either manually or through a vendor check run. Charges from the voided check are automatically reversed.

• The expenditure amount is reduced for the appropriate Expenditure Ledger account, and if an encumbrance is involved, the encumbrance amount is also increased for the appropriate Expenditure Ledger account.
• If project expenditures are involved, the same entries are made on the Project Ledger as on the Expenditure Ledger.
• If the transaction was a final payment for an encumbrance, the system resets the encumbrance's payment balance so that the remaining balance is no longer zero.

You can also void a check from a prior year. In this case, you can update the current year fund balance for the associated General Ledger account or the current year expenditures for the appropriate Expenditure Ledger account. When you void a prior year check, no encumbrance adjustments are made.

Menu Path: Fund Accounting > Entry & Processing > Vendor Checks > Void Checks

System Processing

Following is a summary of the system processing that occurs when you void a vendor check and information on how to verify the void check transaction:

Ledger Transactions

• General Ledger transactions are as follows:

  Debit	Cash Account
  Credit	Expenditure Control Account

• Additionally, if an encumbrance is involved:

  Debit	Encumbrance Control Account
  Credit	Reserve for Encumbrance Account

• Expenditure and Project Ledger accounts have their expense amounts reduced. If an encumbrance is involved, the encumbrance amounts are increased for the appropriate Expenditure and Project Ledger accounts.
• A Transaction Ledger record is created with a transaction code of 20. You can review the transaction record by selecting Fund Accounting > Entry & Processing > Detailed Displays > Transactions.
• The original AP or manual check record has its Cleared field set to Y - Cleared. The transaction record's Clear Date field is updated with the system date when the check was voided.

Vendor List Updates

• If you select the Update Vendor 1099 Field checkbox in the Void Check page, the system decreases the appropriate 1099 field amount in the Vendor List.
• If you select the Update Vendor FTD Field checkbox in the Void Check page, the system decreases the appropriate vendor record's fiscal year-to-date payment amount.

Transaction Verification

• You can verify void payment entries by running the Check Register from the Accounts Payable Reports menu. Refer to the Accounts Payable Reports.
• If you void a manual check, you can also use the Manual Check Activity report from the Daily Transaction Listings Reports menu to verify information. Refer to the Daily Transaction Listings.

Voiding a Vendor Check

1. Select Fund Accounting > Entry & Processing > Vendor Checks > Void Checks to display the Void Check page.
   If you need to change the fiscal year period and/or transaction date, click Set Period. For details, refer to Resetting Periods.
2. In the Disbursement Fund Number field, enter the code for the disbursement fund associated with the check you are voiding.
3. If the Print Checks by Bank Account option is selected in the Fund Accounting profile, the Bank Account field appears instead of the Disbursement Fund Number field. Select the relevant bank account from the drop-down list. The Print Checks by Bank Account option is available in release 22.4 or higher.
4. In the Check Number field, enter the number of the check being voided.
5. In the Fiscal Year field, enter the check's fiscal year. You may accept the current year, which displays by default, or select another year.
6. Use the Update Vendor 1099 Field and Update Vendor FTD Field checkboxes to determine whether the system should update the indicated data in the associated vendor record.
   • Select the field for the vendor information you want updated when you void the check.
   • Leave the field blank for the vendor information you do not want updated when you void the check.
7. Click OK. The system displays the check's date, vendor, and amount.
8. Review the check information to be certain you want to void the check, and then click Continue.
   
   • If the check was entered in the current fiscal year, the system voids the check and updates the appropriate ledgers.
   • If the check was entered in a prior year, a dialog displays giving the option to update either the current fund balance or the current year ledger. Proceed to Step 8.

   
   

   

   This display does not appear if you are working in the 13th period of the prior year. If you want to access the above display for a prior year void check, make sure you are working within a current fiscal year period.

9. To void a prior year check, choose how you want the system to update your current year ledger records:
   Click Fund Balance if you want the system to update the fund balance for the associated General Ledger account.
   or
   Click Current Year Ledgers if you want the system to update the for the appropriate Expenditure, Revenue or General Ledger account.
   After you make your choice, the system voids the check and updates the ledger record indicated.