Unvoiding Checks: A Step-by-Step Guide

We’ve all been there: that sinking feeling when you realize you’ve accidentally voided a check. Fortunately, there’s usually a way to reverse this action and “unvoid” the check. However, it’s not quite as simple as clicking a button. This guide will walk you through the process, highlighting important limitations and considerations.

Before You Begin: Key Restrictions

Before you attempt to unvoid a check, be aware of these restrictions:

• No Check Number, No Unvoid: Payables voided without a check number cannot be unvoided. This is a crucial distinction.
• Trust Checks are Off-Limits: Unvoiding is not available for trust checks.
• Refunds and Unapplied Cash: Voided refunds of unapplied cash are also non-reversible.

Setting the Stage for Success

To ensure a smooth unvoiding process, you’ll need the correct permissions and settings:

1. Security Class Permissions: Double-check that the “Query view” and “Unvoid check” boxes are selected in the Journals tab of your Security Class window. Without these permissions, you won’t be able to proceed.
2. Journal Preferences – Zero is the Magic Number: In the Journals Preferences window, set the “Maximum Number of Rows returned in Journals Queries” to zero (0). This seemingly small step is essential for the unvoiding feature to work correctly.

The Unvoiding Process: A Detailed Walkthrough

Ready to unvoid that check? Follow these steps:

1. Select the Target Payable: Locate and select the payable associated with the check you want to unvoid.
2. Initiate the Unvoid Action: Click the “Unvoid” button (you’ll find it on the toolbar, in the Actions pane on the left, or within the Actions menu). This will open the “Unvoid Date” window.
3. Choose the Correct Date: Select the appropriate date for the unvoiding transaction and click “OK.” Accuracy here is key for your records.
4. Confirmation and 1099 Reminder: You’ll receive a confirmation message once the payable has been unvoided. This message will also serve as a helpful reminder to update the 1099 Box value if necessary.

What Happens Behind the Scenes?

Curious about what’s going on under the hood? Here’s a quick peek:

• New Journal Entry: A new journal entry documenting the unvoiding is automatically created.
• Reverse Entries Deleted: The original reverse entries created when the check was voided are removed.

Unvoiding Checks Linked to Transactions: A Word of Caution

Unvoiding a check linked to a transaction can be a bit more complex, depending on the transaction’s stage. Here’s a breakdown of the scenarios:

• Billed Transaction (New Negative Amount Transaction Not Billed): If the original transaction was already billed, but the resulting negative amount transaction isn’t billed, the transaction will be deleted entirely.
• Billed Transaction (New Negative Amount Transaction Is Billed): If both the original and the new negative amount transactions are billed, you’ll receive a warning message. You must unbill the statement before you can successfully unvoid the check.
• Non-Billed Transaction: If the transaction wasn’t billed when the check was voided, the original transaction will be deleted. After unvoiding, you’ll see a message prompting you to create a new transaction.

Conclusion

By following these guidelines and understanding the potential complications, you can confidently navigate the process of unvoiding checks. This will help you maintain accurate financial records and minimize any disruptions caused by accidental voids. Remember, when in doubt, it’s always best to consult NextPro for further assistance.

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