How do I void a Payroll check or direct deposit?

CAUTION: Use caution when working with the below product functionality. Always create a backup of your data before proceeding with advanced solutions. If necessary, seek the assistance of a qualified Sage business partner, network administrator, or Sage customer support analyst.

• You can only Void Checks with a status of Printed, Manual, or Accrued. To view the check status, select Check Activity from Inquiry. You cannot void a check that has a status of Cleared or Reconciled in Cash Management. See How do I change the reconciliation status of a transaction in Cash Management?
• If the amount of tax withheld changed, you may need to print your quarterly or yearly tax reports again and file amended reports to the appropriate government office. Consult your Tax Accountant or Tax Attorney for information on the laws and regulations that apply to your situation.
• When you void the check, select New Check Date and enter a date in the current quarter. Your tax reports will reflect the change in the tax in the current quarter.
• When you enter a Period End Date for a prior year, a warning message will show stating the Period End Date is in a prior year. If the check date is in the current year, you may select yes to continue. If the check date is in the prior year, you may have other considerations. See How do I void a Payroll check for a prior quarter or a prior year?

How to void a check or direct deposit:

1. Make a backup of your data. See How to Back up Company data with System Administrator including SQL Replicator.
2. Go to Payroll, Tasks, Void Checks.
3. Choose the transaction file, either New, Current, or History.
4. Select a Time Entry View. Click OK.
5. Enter the Employee ID, Period end date, and Check sequence for the check.
6. Click Void.
7. Select the check box as needed:
   • Select Retain this check as new to retain the time entries on the check and reissue it. Deselect if the check won’t reissue.
   • Select Use original accounting date or leave it unchecked and enter a date in New Accounting Date. The void check entry will use this date when posting to General Ledger, Job Cost, Billing, and Equipment Cost. This box is greyed out if voiding a check from the New file.
   • Select Use original check date or leave it unchecked and enter a date in New check date to determine how the void check entry affects Payroll month-to-date, quarter-to-date, and year-to-date accumulators (or prior month, quarter, and year accumulators if applicable) and payroll tax reports. This box is greyed out if voiding a check from the New file.
8. Click OK.
9. Repeat steps 4-7 to void further checks.
10. Click Finish.
11. Post entries in Job Cost and General Ledger.
    Note: Void checks entries from Payroll do not automatically post in General Ledger and Job Cost.

Notes:

• If you are voiding a check because of a wrong Period End Date, look at the check status. If the status is New or Processed, the check has no direct deposit amounts, and the check is not an accrual, you may use the Modify Period End Date tool.
• To edit or delete checks that are not posted, printed, direct deposited, or accrued, you may use Change Unposted Time or Enter Checks instead of Void Checks.
  • Note: Only use Change Unposted Time on checks with the New status.
• To change job cost information in the pay detail on posted checks, you may use Change Posted Time instead of Void Checks.
  • IMPORTANT: This should only be used if changing the job cost information doesn't affect the net pay of the check.
• To change details in Taxes, Fringes, or Deductions on a printed, direct deposited, or accrued checks, you must use Void Checks to edit and reissue the check with corrections.
• Void check entries do not automatically post in interfacing applications; you must manually post the entries in the appropriate applications as needed. For example: Tasks, Post Entries in either Job Cost or General Ledger.
• If you have the Write Voided Checks to New File check box marked in PR settings (File, Company Settings, PR Settings), void transactions are written to the New File with a check status of Voided. These are void transactions only, and if the Retain this check as new checkbox was marked in step 6, exist alongside the actual check(s) retained as new. This is useful for reporting purposes. For example, this could be used if and when you use the New transaction file to print the Payroll Deposit Summary report.
• If you need to regenerate a direct deposit file after voiding, see How do I regenerate direct deposits in Payroll?

Need more help?

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Attachment: How do I void a Payroll check or direct deposit.doc