Instead of voiding a check to a future date, consider the following options:

• If you want to change the invoice, often you don’t need to void the payment before.
• Adjust off the transaction in Cash Management. Commonly used when recording or reporting unclaimed funds.
• Enter a vendor refund.

When you void checks in Accounts Payable, you can use the original date or specify a date for the reversing entries.

When you do this, in Cash Management you’ll see that:

• The transaction retains the original check date
• The Subtraction amount changes to zero
• The amount moves to the Voided Amount field
• The Void date populates

When you void a check in a different month than the check date, the check remains outstanding until the void date. However, because the Subtraction amount is now zero, reports can appear out of balance with General Ledger.

For example, you void a May check with a June date. General Ledger reports using a May date range correctly show the check. Cash Management reports with the same date range show the check as voided with a zero amount. The Cash Management report is out of balance with General Ledger by the amount of the check.

Incorrect void date that is after the original date

Choose one of these options:

• Contact your Sage Consultant to correct the date.
• Contact Sage Support to request a file fix with Sage Expert Services. There’s a fee associated with these services.
• Enter an adjustment for Cash Management and General Ledger. Accounts Payable and General Ledger remain out of balance between the original date and the void date.

Correct void date, but you don't like the effect on reconciliation reports

Information

In the Sage Desktop Reconciliation Tool, use the Change in Void Accounting Date report to determine which transactions affect your reconciliation.

If using the Bank Reconciliation report:

• What is the Register Balance adjusted for future period voids total on my Bank Reconciliation report?
• Bank Reconciliation report balances are off by voided checks

Record adjusting entries

You can record entries in the Cash Management Edit Register task to correct the voided check amount.

Enter a subtraction adjustment to offset the voided check

1. Go to Cash Management, Tasks, Edit Register.
2. Select the correct bank account and click OK.
3. In the Date column, type the original check date of your voided check.
4. In the Type column, select Adj.
5. In the Description column, type a description for this transaction.
6. In the Subtraction column, type the original amount of your voided check.
7. Press TAB or click ...> to open the detail window.
8. Verify the Date and Acct date are the same as your original check date. Change either date as appropriate.
9. Select your cash account as both the GL debit and GL credit accounts. This creates a washing entry to General Ledger that doesn’t change your account balances.
10. Click OK.

Enter an addition adjustment to place the void in the correct period

1. Go to Cash Management, Tasks, Edit Register.
2. Select the correct bank account and click OK.
3. In the Date column, type the void date you used for your voided check in Accounts Payable.
4. In the Type column, select Adj.
5. In the Description column, type a description for this transaction.
6. In the Addition column, type the amount of your voided check.
7. Press TAB or click ...> to open the detail window.
8. Verify the Date and Acct date are the same as your void date. Change either date as appropriate.
9. Select your cash account as both the GL debit and GL credit accounts. This creates a washing entry to General Ledger that doesn’t change your account balances.
10. Click OK.

Post and confirm the entries

1. When you finish entering transactions in Edit Register, click Finish.
2. Select Post Now if needed to confirm your entries post.
3. Click Start to print the Edit Register journal to a file or printer.
4. Review the Edit Register journal for accuracy.
5. Reconcile both new transactions and the original check in the appropriate month's bank reconciliation.

If you want to remove the original voided check from the Bank Reconciliation report, move transactions to history in Cash Management. Condition on the Bank Account and Check number.

Is there a bank reconciliation report that prints checks voided with a future date as still outstanding?