Voiding or Deleting Checks

Training demonstration related to this topic (click to start): Voiding/Deleting Checks (8:46)

You can void or delete checks that were entered by mistake, lost before the provider received it, and so forth. You can also create spoiled checks, which enables you to keep an audit trail of all check numbers in the general ledger.

You can void or delete a range of checks. All check numbers in the range must be numeric, posted on the same date, and not reconciled.

Notes:

• If you want to reuse a check number, delete it (do not void it). You cannot reuse or delete a voided check number.

• Voiding or deleting a check automatically unapplies it. Do not manually unapply checks before you void or delete them.

• You can delete a check only if the default posting date and the check date are in the same month. For more information, see steps 5 and 6 in the procedure below.

To void or delete a check:

1. On the A/P submenu, click Print Checks. Alternatively, click the Print Checks () icon on the GlobalWare icon toolbar.

   The Print Checks screen appears.

2. In the field directly under the Check Entry heading, select Void/Delete Checks if the field is not already set to this selection.

   The Print Checks screen changes to accommodate the Void/Delete Checks function.

   Print Checks screen (for Void/Delete Checks)

   

3. Select the cash account that contains the check you want to void or delete, or that you want to store the spoiled check in. Only those branches to which an employee has access are available.

4. Enter the check number you want to void or delete in the first check number field. The second check number field defaults to the same number; if you want to void or delete a range of checks, enter the last check number in this field.

   To spoil a check, enter a check number that does not exist in GlobalWare. A prompt asks you to confirm. Select Yes. GlobalWare records the check number as voided. You cannot reuse the check number.

5. Select one of the following:

   • Void on Check Date. The reversing entries will be posted to the same date as the original check.
   • Void on Business Date. The reversing entries will be posted to the default posting date.

   • Delete Check. No reversing entries are made, and the original check entries will be deleted.

     Note: This option is available only if the default posting date and the check date are in the same month. To change the posting date, see the next step.

6. If you want to change the default posting date so that you can delete the original check entries, click CHANGE POST DATE. The Change Posting Date dialog box appears.

   1. In New Posting Date, specify a date that is within the same month as the check date.

   2. Click SAVE.

      The Delete Check option becomes available on the Print Checks screen if the posting date is within the same month as the check date.

   3. Select Delete Check if desired.

7. On the Print Checks screen, click OK.