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My client closes each month (lock dates) and need a process for voiding checks from a prior period without changing the prior period transactions. They need to show the voided check transaction in the current period to keep the prior period numbers intact. Any thoughts?
VOID is designed to be used when the lock date is not in effect for the date of the payment.
You cannot VOID a check if the lock date is in effect, you will get an error.
If you need to VOID a check in a closed period:
Following these steps will leave the earlier payments posted and post the reversals at a date AFTER the lock date.
VOID has a GL impact - the GL entry is removed.
MARK UNSENT has no GL impact - the GL entry is not changed.
The VOID button exists so you have a way of removing (unposting) the payment (if the lock date allows).
Does this have any impact on the original vendor bill that was paid? I'm thinking not, and the vendor bill should be added again in the current month and then paid. Your thoughts?
No. You would unreconcile the Check from the Vendor Bill prior to doing the VOID. The Bill would then be open and still booked in the prior period. In the Aging that month you would see both the Bill and the Payment, but they would net to $0. Once you reverse the impact of the Check in the current month, the Aging will show just the Bill and with no Payment to offset it, it can be paid with a new Payment. Re-entering the Bill is not needed and will lead to TWO Bills in the system. It is not the Bill that there was a problem with, the original record of it is still correct - it was just unreconciled from the failed payment.
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