When voiding checks in Accounts Payable, you can use the original date or specify a date for the reversing entries. The reversals post in Accounts Payable and General Ledger. However, the Cash Management transaction retains the original check date. It changes the Subtraction amount to zero, moves the amount to the Voided Amount, and populates the Void date.

When you void a check in a different month than the check date, the check should be considered outstanding until the void date. 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 check amount.

In the case of voiding an electronic (EFT) payment, Sage posts a separate addition adjustment entry in Cash Management for the void.

For an incorrect void date after the original date, you have the following options.

• Contact your Sage Consultant.
• Contact Sage Support to schedule a file fix with Sage Expert Services. There’s a fee associated with these services.
• Enter an adjustment for Cash Management and General Ledger. This results in Accounts Payable and General Ledger being out of balance between the original and void dates.

Adjust Cash Management

• Use the Change in Void Account Date report in the Sage 300 CRE Desktop Reconciliation Tool. This report helps you to determine which transactions affect your reconciliation due to this issue.
• If using the Bank Reconciliation report, see information about these possible issues:
  • Future period void totals
  • Out of balances caused by voided checks

Considerations

• You use the cash accounting method; Don't use a payables account. Use the appropriate expense accounts. If needed, enter it as a split Deposit and split Withdrawal for multiple accounts.
• You use the accrual accounting method: If the payment includes other payables, like retainage or taxes. If needed, enter it as a split Deposit and split Withdrawal for multiple accounts.
• You use both accounting methods: Choose one account to use for the Debit and Credit account on the entries. Make General Ledger journal entries to adjust the appropriate entries for each accounting method.
• See steps to remove the original voided check from the Bank Reconciliation report, if needed. Use conditions on the Bank Account and Check number.

Create adjustments

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

1. Enter a subtraction adjustment for the void date. Use the Accounts Payable account for the Debit account.
2. Enter an addition adjustment for the original check date (or what you wanted for the void date). Use the Accounts Payable account for the Credit account.

 Need more help?

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