The system will not allow you to void a payroll check from a prior year.

As a work around, you can simulate voiding a prior year payroll check through transactions in Cash Management and General Ledger. This will not correct any payroll tax reports. Any changes to tax reports will need to be entered manually.

To replace a prior year check due to damage or lost (without voiding):

If the prior year end totals are correct for W-2s and other tax reports, and you are only looking to reissue a check due to damage or lost: This will allow you to issue a new check for the employee to deposit due to check being damaged or lost. This will not change prior year tax numbers or general ledger postings.

1. Open CM, Transactions, Instant Checks
2. Enter a check for the net amount of the original Payroll check. De-select the Post to G/L check box. (Note: This replaces the original Payroll check for the employee to deposit.)
3. Open CM, Transactions, Enter Bank Transactions, select the transaction type Deposit.
4. Enter the net amount of the original Payroll check. De-select the Post to GL checkbox
5. When reconciling the cash account in CM, Transactions, Reconcile Checking Account, clear the original Payroll check and the deposit created in step 3
6. Clear the Instant Check posted in step 1 when it appears on the bank statement

To void a prior year's payroll check:

To simulate voiding the check: Create a bank transaction to simulate the voided payroll check.

1. Open CM, Transactions, Enter Bank Transactions
2. Select the transaction type Deposit. The amount of this bank transaction should be the net amount of the original Payroll check. For Account #, select the offset accounts to be credited and/or debited to simulate the original postings to the general ledger. If you are unsure, contact your CPA or Accountant for the GL accounts to use.

   Note: To review how the original payroll check posted, go to G/L, Reports, Journal Report and for 'Include what entries' select Specific posting date range and enter the date of the original payroll check.

3. When reconciling the cash account in CM, Transactions, Reconcile Checking Account, clear the original Payroll check and the deposit created in step 2
4. Manually adjust and tax reports. If W-2s or other tax reports have been processed, you will need to process a corrected tax form - see attachment for how to print corrected W-2 forms
5. If a check needs to be reissue for the prior year see steps below.

If the check needs to be reissued: Since a payroll check cannot be reissued for a closed year, issue a check using Cash Management Instant Checks.

1. After simulating the voided check above, open CM, Transactions, Instant Checks
2. Enter a check for the net amount of the new Payroll check
3. For Account #, select the offset accounts to be credited and/or debited for the new check distribution. If unsure, contact your CPA or Accountant for the GL accounts to use.
4. Open CM, Transactions, Enter Bank Transactions
5. Clear the Instant Check posted in step 1 when it appears on the bank statement

How to print corrected W-2 forms (W-2C)