Summary

The Void Checks process is used to void paychecks. The process will void the paycheck and generate a reversing journal entry to reverse the original transaction. The check will still display on the employee record (PR> Maintenance> Employee> History tab> History sub-tab), but the check will display as voided. The original journal entry generated for the voided check will also still display in the General Ledger module, but the journal entry created by the Void Checks process will reverse the original transaction.

If the voided check generated an Accounts Payable module invoice (for example, if there is a benefit or deduction on the check that is paid to an AP module vendor), the Void Checks process will not create adjustments for those transactions. You will have to go into the Accounts Payable module and manually void those invoices (AP> Void Invoices).

If the voided check generated a Clearing House module Direct Deposit transaction (CH> Direct Deposit), that direct deposit transaction will be deleted when the Void Checks batch is committed.

If the voided check has timecard line items that are attached to a PM module task code, committing the Void Checks batch will reverse the PM module transaction generated by those timecard line items. 

The Void Checks process can only be used to void checks that meet the following requirements:

• The check is in a committed Computer Checks or Manual Checks batch - You cannot void a check in an open batch.
• The check has not been cleared using the Clear Transactions process in the Bank Reconciliation module - If you would like to void a check that has been processed in a Clear Transactions batch, undo the cleared check (BR> Utilities> Undo Cleared Checks) and then void the check (PR> Void Checks).
• The check is not in an open Clear Transactions batch in the Bank Reconciliation module - Checks in an open Clear Transactions batch will not display in the Void Checks process.

Flowchart

The objects in the diagram below represent processes in the application. Click on an object to view information on a process.

Step by Step

1     Open a Void Checks batch.

• The Void Checks process is a single batch process, meaning you can process only one batch at a time.
• If there is an open batch in the Void Checks process, you will not be able to create a new batch. If you would like to create a new batch, you can either delete the existing batch (highlight the batch in the batch number drop-down at the top of the Void Checks palette and press DELETE), or you can reset the steps on the palette by returning to the first step of the process. All of the information in the batch will be overwritten.
• If there are no open batches in the process and you would like to create a new batch, select New in the batch number drop-down menu at the top of the palette. This will open the New Batch window. The batch number, batch month and batch year of the batch will not affect the invoices voided in the process. The batch information is for reference purposed only.

2     Add checks to the batch.

• The Select Checks step is used to select the checks you would like to void.
• Open the Display window (PR> Void Checks> Select Checks).
• The Display window will display all of the checks that have been added to the Void Checks batch. The window will be empty if there are no checks in the batch.
• Highlight a check and press DELETE to remove the check from the batch.
• Click the Add icon or press INSERT to add a new check to the batch. This will open the Select window.
• Enter information in to the Search Criteria section and click the Refresh icon   to display a list of checks in the window.
  • For example, select an employee in the Employee Number field and click the Refresh icon to view all of the checks of a certain employee.
• The Period End Date From and Period End Date To fields are used to filter the checks in the window by the period end date attached to the checks.
  • The period end date is defined during the Generate step of the Computer Checks process (PR> Computer Checks> Generate> Period End Date field), and during the Timecards step of the Manual Checks process (PR> Manual Checks> Timecards> Checks tab> Period End Date field).
• The Check Number From and Check Number To fields are used to filter the checks that display in the window by the check number.
• The Check Date From and Check Date To fields are used to filter the checks that display in the window by the check date.
• The Employee Number field is used to filter the checks that display in the window by employee number.
• Check the Selected toggle of each check you would like to void.
  • Checks that have been cleared or have been selected in an open Clear Transactions batch (BR> Clear Transactions) will not display in the window. If you would like to void a check that has been cleared in a committed Clear Transactions batch, process the cleared check through the Undo Cleared Checks process (BR> Utilities> Undo Cleared Checks), and then void the check in the Void Checks process.
  • Checks that are in an open Clear Transactions batch (BR> Clear Transactions) will also not display in the window.
• Press ENTER of click the Save icon when complete to save the checks. This will return you to the Display window with the selected checks populated in the window.
• The amount of the physical check that will be voided displays in the Amount column. For example, if the paycheck was for $1250 and all of that amount was paid using a direct deposit deduction, the Amount column will display a 0. The zero does not mean that the check will not be voided. The value that displays in the Amount column may not match the value that displays on the Proof List (the Proof List displays the total amount of the paycheck, not the amount on the physical check associated with the check being voided).
• Add more checks to the batch by press INSERT or press ENTER when complete to proceed to the Proof List.

3     Print a Proof List Report.

• The Proof List displays the checks that are being voided in the batch. This report will display the check number, check total, check date and employee name of each check in the batch.
• Open the Proof List window (PR> Void Checks> Proof List).
• Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).
• The Proof List will display the entire paycheck amount that is being voided. If a portion of the paycheck has been paid out using direct deposit transactions, the Proof List will still display the total paycheck. For example, if $1500 of a $2000 paycheck is paid out using a direct deposit transaction, the Proof List will display the entire paycheck amount of $2000.The $1500 direct deposit transaction will be removed from the Clearing House module Direct Deposit batch (CH> Direct Deposits) when the Void Checks batch is committed.
  • The amount that displays on the Proof List may not match the amount that displays in the Amount column on the Display window (AP> Void Checks> Select Checks). The value in the Amount column on the Display window is the amount of the physical check associated with the paycheck being voided. The Proof List displays the amount of the paycheck, including both the physical check and direct deposit check amount.

4     Print the GL Distribution Report.

• The GL Distribution Report displays the journal entry generated by the Void Checks process to reverse the Payroll module check. This step is also used to set the journal entry date of the reversing transaction. The journal entry date determines which fiscal year and fiscal period that the reversing transaction is posted to.
• Select GL Distribution from the Void Checks palette. This will open the GL Distribution window.
• The Journal Entry field is used to enter the journal entry date of the reversing transaction generated by the Void Checks process. The journal entry date will determine what fiscal period and fiscal year will be affected by the check reversal.
  • The Journal Entry field will always default to the current date.  Make sure to modify this field if the voided checks should be posted to a different fiscal period.
• Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).
• Review the GL Distribution Report.
• The journal entry generated by the process will reverse the original journal entry generated when the check was committed in the Computer Checks or Manual Checks process.
• If you would like to view the journal entry generated when a check was created, generate a Detail Distribution Report (PR> Reports> Detail Distribution). This report displays the journal entry generated by a Computer Checks or Manual Checks batch filtered by employee.

5     Commit the batch and void the checks.

• Select Commit from the Void Checks palette. This will open an information window.
• Select YES to void the checks and create the reversing entries in the general ledger.
• Once the check is voided, you can view the voided check on the employee record (PR> Maintenance> Employee> Open an employee> History tab> History sub-tab> Void column).