Help:AP1-Void AP Checks

Void A/P Checks

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This window titled Void A/P Checks enables you to automatically void an accounts payable check which has not yet cleared the bank account. Voiding an accounts payable check will exactly reverse the action of the original accounts payable check. The invoices originally paid on this check will also be reinstated on the system as outstanding payables.

Bank Number: Enter the number of the bank account on which the accounts payable check was originally written. This bank account number is set up in the Bank Account Manager module. Press the drop down button to the right of this field to open a window titled Select Bank Account which displays all of the bank accounts which have been set up in the Bank Account Manager module.

Check Number: Enter the check number of the check to be voided. The program will verify that the check number entered is an accounts payable check which has not cleared the bank. The Vendor, Check Date, and Check Amount will be automatically displayed in the window, along with all of the invoices which were paid by this check. You cannot edit any of this information.

If the information in the computer is insufficient to void this check, you will be so warned. You will be given the opportunity to reclassify this check as a manual check so that it can be voided in the Bank Account Manager module.

Vendor This field will be automatically completed with the name of the vendor to whom the above check number was written. You cannot edit the information in this field.

Please note that if the check number entered in the previous field was not an A/P check, then no vendor's name will appear in this field and you will see a message beside the check number in the previous field which states "(This Is Not An A/P Check)". If this message appears, then you must select an appropriate A/P check number as you can only void Accounts Payable checks with this Void A/P Checks process. The [Void Check] button at the bottom of this window will not work unless you have selected a check which was actually processed through the Accounts Payable Manager module. The cursor will move to the Check Number field so you can select an appropriate A/P check number.

Check Date This field will be automatically completed with the check date which corresponds to the check number you entered in the Check Number field above. You cannot edit the information in this field.

Check Amount This field will be automatically completed with the check amount which corresponds to the check number you entered in the Check Number field above. You cannot edit the information in this field.

[√] Reuse Check: Check this box if you wish to re-activate this check number as an active check which is able to be used again. Leave this box unchecked if this check number is to be recorded in the check file as voided and not able to be used again.

Void Date: Enter the date on which this check is to be voided. The Posting Month/Year will automatically default to the month/year of this Void Date field and you will not be allowed to change the Posting Month/Year field. It is preferable to void checks in the same posting month/year in which the original check was posted. However, this is not always possible since checks can be voided after the original posting month/year has been closed to posting. NOTE: Press the calendar to the right of this field to activate a pop-up calendar which can be used to select the date. Once a date has been selected, the up/down arrows to the right of this field can be used to move the date up or down one day at a time.

Posting Month/Year: This field will automatically default to the month/year of the Void Date entered in the previous field. You cannot edit these fields.

[ Reset Screen ] Press this button to clear all of the fields on this window if you have selected the wrong check and need to select a different check to be voided.

[ Void Check ] Press this button to begin the voiding process. The following files are updated:

• A/P Invoice Detail File (AP1D01)
• A/P Checks Journal Files (AP1D03 & AP1D04)
• Invoice Payment History File (AP1D07)
• Vendor Master File (AP1D08)
• Vendor YTD Amounts Paid File (AP1D10)
• |Bank Account Check Register (BM1D02)
• Batch Control File (GL1D09)
• General Ledger Detail History (GL1D04)
• General Ledger YTD Amounts (GL1D02)

[ Cancel ] Press this button to end this check voiding session and return to the previous window.

[ Help ] Press this button (if available) or the F1 key to view the Help text for this window.

Batch Assigned/Sequence/Posting File: These are informational fields only. You cannot edit the data in these fields.