Note : To void a check number that was not issued or recorded, refer to the article: How to void a check in Accounts Payable

Prior to Sage 100 ERP, Version 2020, checks could only be reversed individually. Review the related resources for a link to the online help topic if the goal is to reverse a full check run.

Checks without Job Cost Distributions on Invoices:

1. Open Modules, Accounts Payable, Main, Manual Check and Payment Entry
2. In the Bank Code field, enter the Bank Code associated with the check to reverse.
3. In the Check No. field, enter the Check Number of the check to reverse.
4. Click Yes if prompted “This check has been voided. Do you want to reuse check number?”
5. When prompted with: “Is this a check reversal?”, select Yes
   • If this check number was previously reversed, select NO then proceed to enter the check information manually
   • If reversing a check, enter as a negative.
   • If reversing a check reversal, enter as a positive.
6. When prompted, Do you want to recall original Invoices? Select Yes or No
   • Select "Yes" to reopen the original invoice (which can be repaid later, or can be adjusted later - to zero if the invoice should not have existed and the expense is to be reversed):
     1. Click Yes in response to “Do you want to recall invoices paid by this check?” The check amount will auto-populate as a negative number.
     2. Click on the Lines tab and the original invoice(s) will auto-populate with the negative invoice amount(s).
     3. Proceed to Step 7 and 8
   • Select "No" to leave the original invoice closed (and at a zero balance):
     • Click No in response to “Do you want to recall invoices paid by this check?” The check amount will auto-populate as a negative number.
     • Click on the Lines tab, then the Create G/L Distribution button.
     • If the G/L account does not auto-populate, use the lookup to select the applicable account(s) and click Accept
       • Note: If the check is G/L distribution only, an invoice will be created and posted to the vendor’s open invoice file. The invoice number would be CKXXXXXXX, where XXXXXXX is the check number, and appear as a negative number. The check reversal, which appears as a positive number, will automatically be applied to this invoice with the net effect being zero.
7. Click Accept.
8. Open Accounts Payable, Main menu, Manual Check and Payment Register to print/preview the register when prompted.

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Checks with Job Cost Distributions on Invoices:

1. Open Modules, Accounts Payable, Main, Manual Check and Payment Entry.

2. In the Bank Code field, enter the Bank Code associated with the check to reverse.

3. In the Check No. field, enter the Check Number of the check to reverse.

4. Click Yes if prompted “This check has been voided. Do you want to reuse check number?”

5. Click Yes in response to “Is this a check reversal?”

To reopen the original invoice (which can be adjusted or repaid later):

1. Click OK in response to the message “J/C Invoices recalled, manual distribution must be completed.”

2. Verify the correct Check Date.

3. Click on the Lines tab and the original invoice(s) will auto-populate with the negative invoice amount(s).

4. Click on the first line and enter the Invoice Amount paid by this check as a negative if you know it.

5. Click on the Job Detail button.

6. Enter the Payment Amount as a negative of the Distribution Amount for each line.

7. Click OK.

8. If you did not enter the Invoice Amount on the line in Step 5, you will receive a message “The distribution amount is out of balance. Click Yes to accept as payment amount. Click No if you do not want to accept the payment amount. Click Delete to delete the line.”

a. Yes populates the Payment Amount from the distribution to the Lines tab Invoice Amount

b. No returns you to the Job Cost Distribution detail to modify the Payment Amount

c. Delete removes that Invoice from the Lines tab

9. If part of the check was to a General Ledger account, click the Create G/L Distribution button.

10. Select the applicable G/L account(s) using the lookup and enter the Invoice Amount as a negative.

11. Click Accept.

To leave the original invoice closed (and at a zero balance):

1. Click No in response to “Do you want to recall invoices paid by this check?” The check amount will auto-populate as a negative number.

2. Click on the Lines tab, then the Create G/L Distribution button.

3. If the G/L account does not auto-populate, use the lookup to select the applicable account(s) and click Accept (Note: If the check is G/L distribution only, an invoice will be created and posted to the vendor’s open invoice file. The invoice number would be CKXXXXXXX, where XXXXXXX is the check number, and appear as a negative number; the check reversal, which appears as a positive number, will automatically be applied to this invoice with the net effect being zero).

4. Click Accept.

5. Open Accounts Payable, Main, Manual Check and Payment Register to print/preview the register when prompted.

1. Open, Modules, Accounts Payable, Main, Manual Check and Payment Entry.
2. Enter the Bank Code associated with the check to reverse.
3. Click the, Next Check Number button.
4. Enter the same Check Date as check you are trying to reverse.
5. Enter the Check amount as a negative number.
6. Enter the Vendor number
7. On the Lines tab, click the Create G/L Distribution button.
8. Select the applicable G/L account(s) using the lookup and enter the Invoice Amount as a negative.
9. Click Accept.
10. Open Accounts Payable, Main, Manual Check and Payment Register to print/preview the register when prompted.