Voiding a posted check moves the check to a voided status and creates the corresponding journal entries to reverse the original transaction. Voided checks can be viewed in the Posted Checks and Voided/Unused Checks buckets.
Who: Finance or accounting teams who manage check payments and bank reconciliations in CommunitySuite.
Use the void a check process when:
- A check was issued in error and needs to be reversed.
- A check was issued but never cashed and must be canceled.
- A historical check needs to be voided and reissued using a new voucher.
Checks that have been posted and issued can be voided; however, once a check is voided, the voided status cannot be reversed.
Under no circumstances should journal entries associated with voided checks be deleted. Bank statements cannot be reconciled if any of the associated journal entries are deleted.
Void a Check
To void a posted check in CommunitySuite, locate the check in the Posted Checks bucket and select the void option. If the check you want to void is a historical check, see the Void and Reissue a Historical Check section.
- Navigate to the Checks page and click an Account.
- Click the Posted Checks Bucket.
- Click the CheckID of the check you want to void.
- Click Void in the left-side menu.
- Enter a Void Date, and then click Void.
- The void date must be in an open period and cannot be a future date.
- The void date must be in an open period and cannot be a future date.
The voided check will be listed in the Voided/Unused Checks Bucket. It will also remain listed in red in the Posted Checks Bucket designated as voided.
The voided check will now list two transactions for the journal entries that were made.
Add a Void Reason
To add a void reason to a voided check in CommunitySuite, navigate to the voided check record and enter the reason directly in the Void Reason field.
- Navigate to the voided check record.
- Click [edit] in the Void Reason field to add the reason the check was voided.
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Enter the Void Reason, and then click Update.
Void and Reissue a Historical Check
To void and reissue a historical check, follow the instructions in Create, Post, and Pay a Voucher. Select the vendor associated with the historical check. When adding Items to the voucher, select the bank account from which the original check was written rather than the expense account.
This will create a payable that the new check can be attached to and does not affect net income. It will also allow you to offset the old check on the bank reconciliation.
If you are not reissuing the check, then use a journal entry, making sure to debit cash and credit expense.
Void a Historical Check Video
This video demonstrates how to void a historical check in CommunitySuite.