There may be different instances in which you need void a check in QuickBooks. For instance, in case the check was not encashed, or it was made out for the wrong amount, the check will naturally become irrelevant.
Other instances could include that the check might have been sent to the wrong person i.e. whose name is not on the check, or has been sent to the wrong address.
In this guide article, we shall take you through the steps which are required to void a check in QuickBooks.
What does it mean when you void a check in QuickBooks?
When a check gets voided, it will not be valid any longer for payment purposes. This is applicable in the case of the physical check, as well as the number which is duly associated with it.
Of course, you can choose to strike off the check by writing “VOID” in large bold letters across the check.
Although it is recommended that you take more stringent measures in order to prevent electronic transfers being carried out on that account.
Reasons to void a check in QuickBooks
In case you wish to take back a payment that has taken place, or to cancel it altogether, you will have to void the check. Some of the common reasons to void a check in QuickBooks include the following:
- Errors in the amount to be paid:
The amount that has been entered in the check or its corresponding QuickBooks entry might be mistaken. It needs to be rectified in order to keep the books balanced.
- Transaction has been cancelled post payment:
The user might have cancelled the transaction with the company, vendor, or other agent after the issue of the check. In this case, the QuickBooks entry needs to be voided.
- Duplicate payments:
More than one check may have been issued in case of the same payment.
- Check has been misplaced or stolen:
The check may not have been received by the appropriate person. In this case, it will need to be cancelled in order to prevent misuse.
What is the difference between voiding a check and deleting it?
From the point of view of maintaining records, it makes much more sense to void a check than to delete it. Although, technically there might be no difference in the output when the two are compared.
In case you decide to delete the check, the Check Register will jump one number. This will imply that the check number in QuickBooks might not tally with the physical check number.
Consequently, there will be an error when it comes to reconciliation. Voiding the check retains the record of the check, and this error will not be caused.
The time when a check is recommended to be deleted, is when a duplicate entry has been created accidentally.
Void a Check in QuickBooks Desktop
- Navigate to the Check Register
On the home page of the QuickBooks Desktop, click on Banking menu, and select “Check Register”. Another way would be to get in to the Banking menu at the top of the screen, and then selecting “Use Register”.
- You need to select the bank account in whose name the concerned check has been issued.
A window showing all the respective checks that are currently issued will open. Select the specific check that you wish to void, by double clicking on the line.
- After the check has been selected from the list, the check will appear on the screen. The list will also include other outstanding bills that are owed to the vendor. Beside the “Delete” button there will be a drop down menu, from where you need to select “Void”. Finally, click on Save and Close.
4. Once you press on Save and Close, there will be a prompt which
asks you to confirm these changes. You need to click on “Yes”
and then proceed.
5. In case you have any issues understanding the instructions, you
may call upon the services of QuickBooks Customer Support.
How to Void a Payroll Check in QuickBooks Desktop
The process to void a check in QuickBooks that is of payroll, can be slightly more complex than that of a general check. In case you need to do this, it will have implications for your payroll records.
It is recommended that you reprint it with a new check number. After that, you need to create a new check, give it the check number of the original one, and then void it. This will ensure that the paper trail remains too.
Void a check in QuickBooks Online
Your effort to void a check in QuickBooks Online will keep the Check Register accurate. Following are the steps for the voiding process:
1. Choose the specific check that you wish to void. You may select this by going to “Check Register”. From the dashboard, you may either go to the bank account on the right side of the screen, or you may click on Banking in the left hand toolbar. On the following screen, press “Go to Register”.
2. Click on the check line in the register, and then press Edit.
3. Click on More in the bottom half of the screen. Finally, here you may select Void. The prompt box which emerges will remind you that the check was used to pay a certain bill. You need to press “Yes” on this, and the payment will subsequently be voided.
1. What is the procedure involved if the original check was never recorded?
You need to enter the voided check in order to ensure that another check is not issued with the same check number. This is because only that check can be voided which has been recorded on the software.
To create a new check and get it voided, go to the Gear icon. Under the option of “Other”, you may click on “Banking”. Select the appropriate bank. Finally enter the details as “Voided” check, and an amount of 0.
2. How do I void a check if there has been a duplicate entry?
When you mistakenly input the same check details twice, including the check number, payee name, and amount, it results in duplicate entries. Rather than voiding checks that are duplicates, you can easily resolve this issue by selecting the duplicate check and clicking the “Delete” option. By doing so, you ensure the permanent removal of the duplicate entry from your records.
It’s crucial to emphasize that you should never delete a voided check with a unique check number. Doing so may lead to future errors, such as forgetting to reissue the check or making the voided check susceptible to fraudulent activities. It is vital to maintain a comprehensive record of every paper check, whether it was voided for providing account information to a vendor or customer or for any other reason.
Clearly, there are some protocols that you need to follow in case you decide to void a check. It is not sufficient to merely throw away the discarded check. You need to make the corresponding changes in QuickBooks as well. In this article, we have discussed all the aspects related to voiding a check in QuickBooks.