Void Checks
Field Definitions:
Adjusting Unposted Payments
If the deposit containing the payment has not yet been posted and no audit trail is required for this change, then you can remove the payment from the deposit.
1. In the Cash Receipts window, click Unposted and find the deposit that contains the check you want to remove.
2. Click the plus sign to display all of the unposted checks on the deposit then double click the row that has the check number you want to remove.
3. Press the DELETE key. A confirmation window appears; click Yes to remove that payment.
4. You can then enter the payment again with the correct amount as a new transaction, if needed.
Adjusting Payments After They've Been Posted
If the payment was posted or a check was entered correctly but bounced, you must make an offsetting entry to the original payment. This method leaves an audit.
In the Cash Receipts window click New Deposit.
Deposit Ref No This will default to A. You can use the same deposit reference that was used for the original payment. You can type Void for check reversals.
If you use the same deposit and check references as well as the same date used for the original payments, then the two entries get combined and offset each other.
Deposit Date Type or select the date you want for the transaction. If you are offsetting a payment made in error then make the Deposit Date the same date as the original payment.
If you are voiding a check, you should use the current date to specify when the check has become void to clarify why the agency's AR balance has suddenly been adjusted.
Agency Type or select the agency reference for the account that the payment was originally applied to. If you do not know the number then type ? to select an agency from the lookup grid.
Leave the agency reference blank if this payment is miscellaneous cash that is not intended to be applied to an agency account.
Check No Type a reference number, such as the check reference of the original payment or the word Void. If you use the same deposit and check references and the same date used for the original payment, then the two entries will get combined and offset each other.
Check Amount Type the dollar amount of the adjustment/void. To void or remove a payment, type the same dollar amount as the original payment but as a negative amount.
To change a payment amount, type the additional amount that needs to be added to the original payment. Enter the adjustment amount as a negative number to reduce the amount.
If changing a discount you can leave the Check Amount field blank.
Click Add Disbursement to apply the adjusted payment amount.
GL Account If the original payment was applied as miscellaneous cash and did not affect an agency account, then enter the same GL revenue account that was entered on the original transaction. If so, skip to the Amount field.
Order Ref If you need to change or remove a payment that has been applied to a specific invoice then select the reference number of the invoice.
Auto Apply It is not recommended to auto apply a payment adjustment. You should specify orders that the original payment got applied to.
Discount If you need to change a discount, enter the amount of the change here. Type a negative number to reduce the amount of the discount on the original transaction.
Amount Type the dollar amount of the adjustment/void that was originally applied to this order only. To void or remove a payment amount, enter the same dollar amount as the original payment but as a negative amount.
Comment Type any other additional information.
When the transaction is completed, click Print Slip to print a deposit slip. Click Yes to post the transaction.
If you do not want to post the transaction now, you can click Save and Close to save your work and exist the Cash Entry window
Special Notes:
You can correct a payment/discount amount, void a check if it bounced or was applied to the wrong agency from within the Cash Receipts window.
On the Actions menu, click Order Processing then Cash Receipts.
If the payment has already been posted then it cannot be changed or deleted. You must create a new adjusting transaction for the change to be made