Considerations

Deleting payments

If you delete a manual check, you can reuse the check number.

You can't delete a printed check (machine check). See steps to void and reuse a printed check number.

Credit card payments

If you need to void a credit card payment, see steps to void it in Accounts Payable.

Closed periods

If the payment paid any invoices in closed periods and you void the payment with Use original dates selected, watch for the error message: "GL period closed. Entry not allowed. Invoice [invoice number]".

Cash Management statuses

You can't void a payment with a Cleared or Reconciled status in Cash Management. To void these, unreconcile the payment in Cash Management, void the payment, and then reconcile the voided payment if necessary.

A payment must exist in the Cash Management Register file for you to void it. You can't void an entry if you moved it to CM History, or if it didn't post to Cash Management.

If you didn't move the payment to history in Accounts Payable, you can void the payment with Create Entries to Cash Management disabled.

Effects on Cash Management

• Voiding a Check does the following:
  • Changes the original check in CM to 0.00 amount
  • Flags the entry as voided
  • Uses the Void date and Voided amount
• Voiding an Electronic payment (EFT) creates a new addition adjustment in Cash Management for the void amount. It uses the Reference Date as the original payment date and the Accounting Date as the void date.
• Cash Management balances and report totals can calculate incorrectly if you do the following:
  • You void a reconciled payment
  • You don't issue and reconcile a replacement payment with the same accounting date, cleared date, and amount

Void the check or payment

1. From the Tasks menu, select Void Payments.
2. Select the Payment Type (Check or Electronic).
3. In the Bank account box, click List, select the correct bank account, and then click OK.
4. In the Check or Reference box, type the check number or reference number you want to void. You can also click List, select the number, and then click OK.
5. In the Accounting date section, select the appropriate option.
   • Use original dates: This option sends the reversing entry to the original accounting dates. It verifies both the check date and the invoice accounting date to the General Ledger open periods.
   • Use a specific date: This option sends the reversing entry to the date you enter.
6. Leave the Restore open invoices box selected. To delete or change the invoices paid by this check, use Change Invoices after voiding the payment.
    CAUTION: If you unmark Restore open invoices, it deletes the invoice record. This can result in "stranded" distributions without an invoice record and requires a file fix to correct. You'll work with your Sage Consultant or Sage Expert Services if you need a file fix. Stranded record scenarios include entries like distributions paid with a different payment, credit distributions, or retainage.
7. Click OK.
8. The Void Options window appears with the following options:
   • Include invoices for payment: This option is available when you select Restore open invoices and the payment is a printed check. Select this box to include all the invoices that were part of this payment for the next check run.
   • Delete check: This option is only available if the check was a manual check. Select this box to delete the voided check from Cash Management so that you can reuse the check number. If you don't select this box, the check remains in Cash Management as a Voided check and you can't reuse the number.
9. Click OK.
10. Click Finish, and then click Start to print the journal to a file or printer.

Can I void a range of Accounts Payable checks?