Void Check Entry (APE320)

How To

Use this program to record as void any system or manual check previously updated by the Payment Register. In order to void a check, it must be in the bank transaction file. The program displays the vendor number, check date, check amount and discount amount from the bank record.

If the check is not in the bank transaction file, FACTS displays a message indicating this and gives you the option to add the check anyway. After entering the number of the check to be voided, enter the number of each document originally paid by the check.

If there are one or more bank transactions with this check number from the AP module, you can select which check you want to use. If the check number did not come from the AP system, the check is already voided or the bank uses reconciliation and the check is cleared or reconciled, you cannot void that check number.

Void check information appears on the next Check Register. Each document previously paid by the void check goes back into the Open Documents file and the vendor’s balance increases accordingly.

Access this program by choosing Accounts Payable-->Checks-->Void Check Entry.

Use the following field to enter a voided check:

1. Bank

Enter the bank number on which the check was written. The entry must be a valid bank. Press Enter (CR) to default to the first bank on file. Press F2 or $image\find_shg.gif$ to search.

2. Check number

Enter the number of the check to be voided. This check must be in the check reconciliation file. When you enter a valid check number, the system displays the vendor number and name, address, balance, check amount, discount amount and check date. Press F2 or $image\find_shg.gif$ to list any voided checks entered since the last Check Register. Once checks are listed, enter the beginning check to list if not already displayed, press Enter (CR) to continue listing documents or enter the line number of the check to display in detail.

3. Is this correct check to void?

Select Yes or No to indicate whether you wish to void the displayed check. Press Enter (CR) defaults to Yes.

4. Document number

Enter the invoice number of each document originally paid by this check. Entry of a document number still existing in the open documents file displays the document entry date, due date, discount due date, document amount, discount amount and new balance and the system returns to this field. Press F3 or $image\stop_shg.gif$ to end entries.

Ü If the document no longer exists in the Open Documents file (it has been removed by the Document Removal Register), and you need to add it to the file. Select Yes to indicate whether this document should be added to the file and complete fields 5-12.

Ü If you are voiding a noninvoice check, you must enter a document number (that is not on file) so that the check can be correctly voided. Complete fields 5-12 to add the document number to the open documents file. The void for the noninvoice check can then be correctly processed through the system, including posting to General Ledger.

5. Document entry date

Enter the date the document was entered.

6. Document due date

Enter the due date of the document.

7. Document discount due date

Enter the due date of the document discount.

8. Void payment amount

Enter the amount paid to be voided by the check (+/- 9999999.99). (This will be the amount of the document when updated to the open documents file.)

9. Void discount amount

Enter the amount to be the allowable discount amount when the document is updated to the open documents file (+/- 9999999.99).

10. Branch

Enter a valid branch number. Press Enter (CR) to default to the branch assigned to the terminal. Press F2 or $image\find_shg.gif$ to search. The AP Check Register uses this entry to post voided checks by branch.

11. Memo

Enter the document memo (up to 25 characters). This memo will appear in the comments column of the check stub when this invoice is paid off.

Once you’ve entered all the documents that need to be voided, the check amount must equal the distributed amount and the discounts must equal the distributed discount amount to end entries. Press F3 or $image\stop_shg.gif$ to end the entry process.

12. You can perform the following functions:

Change a document - Information can be changed for documents added to the open documents file during Void Check Entry. In the browser in the lower portion of the screen highlight the document number to be changed and click $image\edit_shg.gif$ to edit the line item information. You can change fields #5-11.

Delete a document. In the browser in the lower portion of the screen highlight the document number to be changed and click $image\Delete_shg.gif$ to delete. You must then respond with YES to the Are you sure you want to delete? prompt.

Add a document. Select the $image\add_shg.gif$ to add an invoice to the voided check. Complete fields #5-11.

The distributed amount in the header is constantly updated as each line is entered. This distributed amount must equal the original check amount and the distributed discount amount must equal the original discount amount to end the program. Press Done to clear the screen and return to the check number field.

Void Check Entry (APE320)

Use the following field to enter a voided check:

See Also