AP> Void Checks

Void Checks

 

Summary

 

Use the Void Checks process to void committed Accounts Payable checks (AP> Void Checks). You can void checks created in the Computer Checks, Manual Checks, and Quick Check processes.

 

You can't void a check after you clear it in the Bank Reconciliation module (BR> Clear Transactions). To void a cleared check, first unclear it in the Undo Cleared Checks process (BR> Utilities> Undo Cleared Checks), and then void it here.

 

You can also void Electronic AP payments that haven't been committed in an Electronic AP batch (CH> Electronic AP). The cash account isn't credited until the Electronic AP batch commits, so voiding an uncommitted electronic payment reverses the accounts payable and expense from the invoice line items instead. To void a committed Electronic AP payment, create a manual journal entry and reverse the Bank Reconciliation transaction.

 

When you commit the batch, Cirrus reverses any PM module transactions attached to the invoices on the voided checks. If you leave the invoices open in an AP Invoices batch, Cirrus regenerates the PM transactions when you commit that Invoices batch, because the PM information stays attached to the invoices.

 

Related Links

Click here for information on the Undo Cleared Checks process.

Click here for information on the BR module Clear Transactions process.

Click here for information on the Quick Check process.

Click here for information on Batch Processing.

Click here for information on the Jobs Viewer window.

 

Step by Step

1     Open or create a Void Checks batch.

 

  • Open the Void Checks window (AP> Void Checks). The Batches window displays the open Void Checks batch.

  • The Void Checks process is a single batch process, meaning you can process only one batch at a time. If there is an open batch, you can't create a new one. To create a new batch, commit or delete the existing batch. Click here for information on single batch versus multi-batch processes.

    • Click the Delete button on the batch card to delete the batch.
    • To start over without deleting the batch, return to the first step of the process. Cirrus overwrites all of the information in the batch.
  • If there are no open batches, click the Create New Batch button to create a new batch. The batch number, month, and year are for reference only and don't affect the voided checks.

 

2     Open the Batch Overview page.

 

  • The Batch Overview page provides a general overview of the selected batch.
  • The left navigation menu displays all the steps in the Void Checks process.

  • In the main section you'll see information about batch steps that are currently processing, next available batch steps, and the last completed batch step.

    • Batch steps that are currently processing display a blue indicator bar to alert you that the step hasn't completed.

    • Once the preceding batch step is complete, Cirrus enables the next available batch steps and you can select the next step you would like to run.

      • While some batch steps are optional, you must complete any batch step that includes the Required tag before the batch can proceed to the Commit step.
  • The Batch Outputs section on the right displays any reports or exports already generated in the Void Checks process.

 

3     Select the checks to void.

 

  • Open the Void Checks window (AP> Void Checks> Select Checks). The window displays the checks already added to the batch, or nothing if the batch is empty.
  • Select a check and click REMOVE CHECKS to remove it from the batch.
  • Click ADD CHECKS to open the Select Checks window.

  • Enter search criteria and click the Search button to display a list of checks.

    • Use the Vendor Number field to display the checks for one vendor.

    • Use the Bank Account field to display the checks drawn on one bank account.

      • Computer checks use the bank account from the Computer Checks Settings step (AP> Computer Checks> Settings> Pay From field).
      • Quick Checks use the bank account from the Bank Account field on the Quick Check entry page (AP> Quick Check).
    • Use the Check Number From and Check Number To fields to filter by check number.
    • Use the Check Date From and Check Date To fields to filter by check date.
    • Use the ACH Tran ID field to filter by the ACH Transaction ID assigned to each ACH transaction processed through Computer Checks.
    • Use the Checks From field to select which database to pull checks from. This field only displays for organizations that use Multi-Muni relational databases. Click here for a Multi-Muni relational database overview.

  • Check the toggle of each check you want to void.

    • The window doesn't display checks in an open Computer Checks batch or checks cleared in the Clear Transactions process (BR> Clear Transactions).
    • To void a cleared check, unclear it in the Undo Cleared Checks process (BR> Utilities> Undo Cleared Checks), and then add it to the batch. Click here for information on the Undo Cleared Checks process.
  • Click the Select button to add the checks to the batch and return to the Void Checks window.

 

4     Print a Proof List report.

 

  • Open the Proof List window (AP> Void Checks> Proof List).

  • The Proof List displays the checks in the batch and the invoices each check paid.

    • Quick Checks don't pay an invoice, so the Proof List shows no invoice details for them.
  • Once the required report settings have been specified, click the Print button to print your report.
  • Click the options arrow on the right side of the Print button to see other print options.
    • Select PDF to print the report in the default Springbrook format.
    • Select Excel to export the report data to an Excel spreadsheet as unformatted data.
    • Select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
    • Enter a Date and Time to generate the report and click SUBMIT.

 

5     Print the GL Distribution report.

 

  • Open the GL Distribution window (AP> Void Checks> GL Distribution).
  • Enter a Journal Entry Date. This date sets the fiscal period and fiscal year of the journal entry.
  • Once the required report settings have been specified, click the Print button to print your report.
  • Click the options arrow on the right side of the Print button to see other print options.
    • Select PDF to print the report in the default Springbrook format.
    • Select Excel to export the report data to an Excel spreadsheet as unformatted data.
    • Select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
    • Enter a Date and Time to generate the report and click SUBMIT.
  • The GL Distribution report displays the journal entry the Void Checks process creates when you commit the batch.
  • For committed ACH payments and all paper checks from Computer Checks and Manual Checks, the process generates the following journal entry:
Description Debit Credit
GL account attached to the bank account on the check (SS> Maintenance> Bank Account> Cash Account field) XXX
GL account on the invoice line items paid by the check XXX
  • For ACH payments in an open Electronic AP batch (CH> Electronic AP), the process generates the following journal entry:
Description Debit Credit
AP module accounts payable account (AP> Utilities> Setup> General tab> Payable Account field) XXX
GL account on the invoice line items paid by the check XXX
  • This journal entry differs from the paper check entry because Cirrus doesn't credit the cash account for an electronic payment until the Electronic AP batch commits.
  • For Quick Checks, the process reverses the original Quick Check journal entry:
Description Debit Credit
GL account attached to the bank account on the Quick Check (SS> Maintenance> Bank Account> Cash Account field), one line per fund XXX
Debit accounts entered on the Quick Check XXX
  • If Enable Interfund Transfers is checked in AP Setup (AP> Utilities> Setup), the cash debit uses the AP Setup Clearing Fund, and Cirrus reverses the Due-To/Due-From entries for any debit account in a different fund.

 

6     Print the WO Distribution report.

 

  • This step reverses any work order distribution transactions created by check line items attached to a work order.
  • The Summary version of the report displays the Fund, Account Number, Account Description, Debit Amount, and Credit Amount. The Detail version adds the transaction Description. Both versions include totals by fund and a report total.
  • Once the required report settings have been specified, click the Print button to print your report.
  • Click the options arrow on the right side of the Print button to see other print options.
    • Select PDF to print the report in the default Springbrook format.
    • Select Excel to export the report data to an Excel spreadsheet as unformatted data.
    • Select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
    • Enter a Date and Time to generate the report and click SUBMIT.

 

7     Commit the batch.

 

  • The Commit step voids the checks in the batch. For checks from Computer Checks and Manual Checks, you choose whether to void the invoices the checks paid or leave the invoice line items open so you can pay them on another check.
  • Open the Commit window (AP> Void Checks> Commit).

  • The Invoices drop-down menu sets what happens to the invoices on the voided checks. This field displays as Vouchers when your AP Setup Process uses vouchers.

    • Select Void to void the invoices. This is the default.

    • Select Leave Open to send the invoice line items to an open AP Invoices batch. This enables the Invoice Batch field.

      • The Void Checks journal entry reverses the expense on the invoice line items. Commit the AP Invoices batch to record the expense and liability again.

  • Click the Invoice Batch field search button to select the AP Invoices batch that receives the invoice line items.

    • Only uncommitted Invoices batches display in the list.
    • When you commit the Void Checks batch, Cirrus adds the invoice line items to the selected batch and resets that batch to its first step.

  • The Inventory Batch field is only enabled when the voided checks paid invoice line items with Inventory Control items. Select the Inventory Control batch that receives the inventory reversal transactions.

    • Cirrus only uses this batch when Invoices is set to Void.

  • Check the Leave purchase orders closed toggle to keep the purchase orders attached to the voided invoices closed.

    • Leave the toggle unchecked to reopen the purchase order lines the voided invoices paid, so you can invoice them again. Cirrus only reopens a line if other invoices don't fully cover it.
  • If the batch contains only Quick Checks, all Commit options are disabled. Cirrus always voids each Quick Check and its system-created invoice, whatever you select. In a batch with other checks, the options only apply to the checks from Computer Checks and Manual Checks.
  • Click the Commit button to commit the batch.
  • You can view the progress of the process on the Jobs Viewer window (SS> Utilities> Show Scheduled Jobs).

  • When the batch commits, Cirrus:

    • Voids the checks and marks the uncleared checks in Bank Reconciliation as void.
    • Creates and commits the journal entry, using the Journal Entry Date from the GL Distribution step. The completion message displays the journal entry number.
    • Voids the invoices, or adds them to the selected AP Invoices batch, based on your Invoices selection.
    • Adds a Void Invoice entry to the purchase order history for each voided purchase order line.