There might be a situation where you need to unvoid a check in QuickBooks. A QuickBooks check might be voided for different reasons. For instance, a mistake might have been made on the check. Of course, there is not a specific option to unvoid a check in QuickBooks. However, you can work your way around that. The QuickBooks team has provided the users with a simple solution to getting a check unvoided. In this article, we shall discuss the steps to unvoid a check in QuickBooks, and restore it to its original state.
Why might you need to unvoid a check in QuickBooks?
There can be instances when you realize that the voiding of the check has been a mistake. The voiding could have been done, when actually the check contained correct information.
How is it possible to unvoid a check in QuickBooks?
When a check in QuickBooks is voided, the value of the check is set to zero. However, the check is not deleted. This would mean that the check itself can be edited, and a certain value can be entered.
Thus, the answer is yes a check can be unvoided. Although, it should be remembered that specifically there is no unvoid function in QuickBooks. The process that we are about to outline below is known as ‘auditing’.
Following the steps to unvoid a check in QuickBooks
- Open QuickBooks: Launch QuickBooks, and log in to the account, using your credentials. You may also need to have administrative permissions to be able to open this.
- Access the Voided Check: Navigate to the menu on Banking, and press on “Use Register”. Locate the account where the check was originally uploaded. Click on it, and this should open a list of transactions relating to that account.
- Go through the list of transactions and find the check specifically, that has been voided. You will see a “V” in the “Clr” column, that indicates that it has been voided.
- Press on the voided check to open the transaction details. This should display all the information related to the check, including the payee, amount and memo.
- At the bottom of the transaction details, you will see a “More” button. Press on this, and select “Void” from the dropdown menu. This will confirm that you want to void the check.
- Once you take the step to void the check, QuickBooks will prompt you to enter a reason for voiding the check. This information might be useful later for auditing purposes, or if the user needs to track why a check was specifically voided.
- After entering the reason, click “Save and Close” to finalize the voiding process. The check will now be marked as voided in your transaction list.
- Go back to the list of transactions for the account. You’ll see that the check is now marked with a “V.”
- To unvoid the check in QuickBooks, you’ll need to recreate it. Click on the “New” button at the top of the register and select “Check” from the dropdown menu.
- Fill in all the necessary details for the check, including the payee, amount, date, and memo. Make sure the information matches the original check that was voided.
- Once you’ve entered all the details, click “Save and Close” to record the new check.
- Since you’ve now created a new check to replace the voided one, you’ll need to reconcile your account to ensure everything balances correctly.
- Go back to the list of transactions for the account. You should now see both the voided check and the newly created check. The new check will not be marked with a “V” in the “Clr” column.
Tips for handling the process to unvoid a check in QuickBooks.
Let us now discuss some tips which will be useful for you when you unvoid a check in QuickBooks:
- Avoid frequent unvoiding:
Practice to unvoid a check in QuickBooks should not be your regular practice. In case you need to unvoid all the time, it means that there is something wrong with your accounting framework. Thus, it may require review, or checking for some other underlying issues.
- Training the Team:
In case you are the manager of a sizeable team, you may have several team members who are part of the accounting work. You need to provide training to them, so that they keep clear documentation on the procedures for voiding as well as to unvoid a check in QuickBooks.
- Keep a record of the measures:
The account manager needs to maintain a clear record of all the activities relating to the check. Thus, there should be a record of why the check was voided, and why it was eventually unvoided. This documentation may come in handy later for auditing purposes.
- Backing up the data:
While you have to make the necessary changes to your financial data, it is a good practice to have backups in place before you make such changes. This would basically ensure that there is a preserved copy of the data in case any issue arises.
- Considerations regarding the reconciliation:
In case the voided check was originally reconciled, unvoiding the check will naturally change the bank reconciliation. Hence, the user needs to review the reconciliation, as well as redo it if so required.
- Reports on the voided check:
QuickBooks provides reports that allow you to track checks that have been voided. You are also allowed to analyze them. These reports are useful for maintaining an audit trail, and for internal control.
- Additional features on QuickBooks:
QuickBooks also provides you with additional tools such as memos, and tools to help with the reconciliation process. These resources should be used to keep reference, as well as ensure accuracy in the financial records.
Voiding a check in QuickBooks is a straight forward process. However, if you find yourself needing to reverse it, you can follow these steps to unvoid a check in QuickBooks. You should always double check the entries to ensure accuracy. Moreover, you need to keep detailed records of changes that are being made in the accounting software. By following these steps, you shall be able to maintain accurate financial records in QuickBooks.