Summary

The Void Checks process is used to void committed Accounts Payable module checks that have not been cleared in the Bank Reconciliation module (BR> Clear Transactions). If a check has been cleared in the Bank Reconciliation module and you would like to void it, unclear the check using the Undo Cleared Checks process (BR> Utilities> Undo Cleared Checks), and then void the check in the Accounts Payable module.

The Void Checks process can also be used to void Electronic AP transactions that have not been committed in an Electronic AP batch (CH> Electronic AP). Since the cash account attached to the electronic check is not credited until the Electronic AP batch is committed, voiding an uncommitted electronic check in the Void Checks process will reverse the accounts payable and expense generated by the invoice line item being paid on the electronic check. Voiding a committed Electronic AP check will require a manual journey entry and a reversal of the associated Bank Reconciliation transaction.

If there is PM module information attached to the invoices on the checks that are being voided, those PM module transactions will be reversed when the batch is committed. If you move the invoices on the voided checks to an open AP module Invoices batch, the PM module transactions will be regenerated when the AP module Invoices batch is committed because the PM module information will still be attached to those invoices.

Step by Step

1    Open the 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 by clicking the Delete icon   on the batch tile or you can reset the steps on the process 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, click the Create New Batch button. This will open the New Batch view. The batch number, batch month, and batch year of the batch will not affect the transactions cleared in the process. The batch information is for reference purposes only.

2     Open the Batch Overview page.

• The Batch Overview page provides a general overview of the selected batch.
• The left navigation menu displays all the steps in the Void Checks process.
• In the main section you'll see information about batch steps that are currently processing, next available batch steps, and the last completed batch step.
  • Batch steps that are currently processing will display a blue indicator bar to alert you that the step has not yet completed.
  • Once the preceding batch step is complete, the next available batch steps will be enabled and you can select the next step you would like to run.
    • While some batch steps are optional, any batch step that includes the Required tag   must be completed before the batch is allowed to proceed through to the Commit step.
• The Batch Outputs section on the right will display any reports or exports that have already been generated in the Void Checks process.

3    Select the checks to void.

• The Select Checks step is used to select the checks you would like to void. You cannot select checks that are in an open Computer Checks batch or checks that have been processed in the Clear Transactions process (BR> Clear Transactions).
  • If you would like to void a check that has been cleared in the Clear Transactions process, process the check in the Undo Cleared Checks process (BR> Utilities> Undo Cleared Checks) and then void the check (AP> Void Checks).
• Open the Void Checks window (AP> Void Checks> Select Checks).
• The Void Checks 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.
• Select a check and click DELETE CHECKS to remove the check from the batch.
• Click ADD CHECKS to add a new check to the batch. This will open the Select Checks window.
• Enter information in to the search criteria section and click the Search button to display a list of checks in the window.
  • For example, select a vendor in the Vendor Number field and click the Search button to view all of the checks of a certain AP module vendor.
  • 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 Bank Account field is used to filter the checks that display in the window by the bank account the check is being drawn on.
  • The Checks From field is used to select which database to pull checks from for the batch. This field is only visible and enabled for organizations set up to use Multi-Muni relational databases.
• The bank account is attached to a check generated in the Computer Checks process during the Settings step (AP> Computer Checks> Settings> Pay From field).
• Check the toggle of each check you would like to void.
  • Checks that have been cleared using the Clear Transactions process in the Bank Reconciliation module will not display in the window. If you would like to void a check that has been cleared in the Bank Reconciliation module, process the check through the Undo Cleared Checks process (BR> Utilities> Undo Cleared Checks), and then void the check in the Void Checks process.
• Click the Select button when complete to save the checks. This will return you to the Void Checks window with the selected checks populated in the window.

4    Print a Proof List Report.

• The Proof List displays the checks that are being voided in the batch and the invoices that were paid by the checks.
• Open the Proof List window (AP> Void Checks> Proof List).
• Once the required report settings have been specified, click the Print button   to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon   next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.

5    Print the GL Distribution Report.

• The GL Distribution Report displays the journal entry generated by the Void checks process.
• Open the GL Distribution window (GL> Void Checks> GL Distribution).
• Enter a Journal Entry Date. This will determine which fiscal period and fiscal year the journal entries will be posted in.
• Once the required report settings have been specified, click the Print button   to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.
• The Void Checks process will generate the following journal entry for committed ACH checks and all non-ACH checks:

• The Void Checks process will generate the following journal entry for ACHs in an open Electronic AP batch (CH> Electronic AP):

• The journal entry generated for electronic checks in an open Electronic AP batch is different than a non-ACH check because the cash account attached to the bank account the check is being drawn on has not been credited for the amount of the check. That journal entry is not created until the Electronic AP batch is committed.

6     Print the WO Distribution Report.

• The WO Distribution Report Summary displays the Fund, Account Number, Account Description, Debit Amount, Credit Amount. The Detail version of the report will display everything included in the Summary version as well as the transaction Description. The report will provide totals by fund as well as a report total.
• This step will reverse any work order distribution transactions that were created by each check line item that is associated with a work order.
• This step will only be available if the Distribute values for AP toggle is checked on the WO Setup window (WO> Utilities> Setup).
• Once the required report settings have been specified, click the Print button   to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.

7    Commit the batch.

• The Commit step allows you to void the invoices attached to the check being voided, or leave the invoice line items open so that they can be paid using another check. If you choose to leave the invoices open, the invoice line items will be added to an open AP Invoices batch. The invoices will have to be processed in another AP Invoices batch because the journal entry generated by the Void Checks process reverses the expense on the invoice line item. You will have to process the invoices through a new Invoices batch in order to record the liability and expense on the invoice line item again.
• You can also void the invoices, but reopen the purchase orders attached to those invoices so that they can be re-invoiced.
• Open the Commit window (AP> Void Checks> Commit).
• The Invoices field is used to select how the invoices attached to the voided checks will be processed.
  • Select Void if you would like to void the invoices attached to the voided checks.
  • Select Leave Open if you would like to open the invoices. This will enable the Invoice Batch field so that you can select the open AP Invoices batch that you would like to use to process the invoice line items.
• The Invoice Batch field is used to select the AP Invoices batch you would like to use to re-open the invoices paid on the voided check. Click the Invoice Batch field search button   to select an AP Invoices batch from the list. Only uncommitted Invoice batches will display in the window. If you select an Invoices batch that has been processed past the Invoices step (AP> Invoices> Invoices), that batch will be reset to the Invoices step when the Void Checks process is committed.
  • When the Void Checks batch is committed, the expense on the invoice line item is reversed. The invoice line items that are reopened are sent to a new AP Invoices batch in order to re-record the expense (the GL account on the invoice line item), and to record the liability to pay those line items.
  • When the Void Checks batch is committed, the invoice line items on the voided checks will populate in the selected AP Invoices batch.
• Check the Leave purchase orders closed toggle if the purchase orders attached to the invoices that were paid by the voided check should be reopened. This option only works if you do not reopen the invoices. This allows you to re-invoice the purchase order line items rather than re-open the invoice line items.
• Click the Commit button to commit the batch.
  • You can view the progress of the process on the Job Viewer window in (SS> Utilities> Show Scheduled Jobs).