How do I void a Payroll check or direct deposit?

How to void a Payroll check or direct deposit in Sage 300 CRE.

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.

Considerations

You can only Void Checks with a status of Printed, Manual, or Accrued. To view the check status, select Check Activity from Inquiry.

You can’t void a check that has a status of Cleared or Reconciled in Cash Management. See how to change the reconciliation status in Cash Management.

If voiding the check changes your reported tax amounts, you may need to print tax reports again and file amendments with the government. Consult your Tax Accountant or Tax Attorney for information on the laws and regulations that apply to your situation.

Use Void Checks to edit and reissue if you need to change details in Taxes, Fringes, or Deductions on a printed, deposited, or accrued check.

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 shows stating the Period End Date is in a prior year. Select Yes if the check date is in the current year. If the check date is in the prior year, you may have other considerations. See steps to void a check for a prior quarter or year.

 

How to void

1. Make a backup of your data.
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:
   1. Select Retain this check as new to retain the time entries on the check and reissue it. Deselect if the check won’t reissue.
   2. 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 grayed out if voiding a check from the New file.
   3. Select Use original check date or leave it unchecked and enter a date in New check date. This controls how the void entry affects Payroll month, quarter, and year accumulators and payroll tax reports. This box is grayed 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 don’t automatically post in General Ledger and Job Cost.

 

Notes

Modify Period End Date

If you’re voiding a check because of a wrong Period End Date, you can use the Modify Period End Date tool if:

• The check status is New or Processed
• The check has no direct deposit amounts
• The check isn’t an accrual

Change Unposted Time

You can use Change Unposted Time or Enter Checks to edit or delete checks that aren’t posted, printed, direct deposited, or accrued. Only use Change Unposted Time on checks with the New status.

Change Posted Time

You can use Change Posted Time to change job cost information in the pay detail on posted checks. Only use this if changing the job cost information doesn't affect the net pay of the check.

If you've checked the Write Voided Checks to New File box in PR Settings, void transactions write to the New File with a status of Voided. These are void transactions only. If you marked the Retain this check as new box in step 7, the voids exist alongside the actual checks retained as new. This is useful for reporting purposes, such as when you use the New transaction file to print the Payroll Deposit Summary.

 

 

Need more help?

 

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