Use Void Check Entry to void any system or manual checks previously updated by the Check Register. In order to void a check, it must be in the bank transaction file.
The Void Check Entry program is very similar to the Manual Check Entry. However, when entering a void check, all hours, earnings and deductions are displayed as negative numbers. Void check information appears on the next Check Register. Information from void checks are posted to all applicable files during the optional Check Register update. Void check information may be modified at any time prior to the Check Register update.
The following fields are involved in entering a void check:
1. Pay Cycle
Enter a pay cycle in which the employee belongs for this void check. The entry must be a valid pay cycle. F2 allows a search.
2. Check Type
The check type is set to Void by the system and is displayed.
3. Check Number
Enter the check number of the void check (1-999999). If there is a void check with this number in this pay cycle, all screen information is displayed.
4. Employee
Enter the valid employee number for this check.
5. Check date.
Enter the date this check was voided.
6. Bank ID
Enter the valid bank ID on which this check was written (2 characters). F2 allows a search.
At this point, if the check entered is on file in the check history file, all hours, earnings and deductions information from that record are displayed. Amounts are displayed as negative numbers.
Enter Y or N to indicate if this is the correct check to void. If N is field, the screen is cleared and the program returns to the pay cycle field #1. If Y is entered the check is voided. Once a check is voided, only fields #6 and #9 may be changed.
NOTE: If you are using automatic calculation and a void check causes an employee’s total earnings to fall below one of the tax cutoff limits (unlimited for Medicare and $60,600 for Social Security), then that check must be run through the Check Register before any other checks are entered for that employee.
If the check entered is not on file in the check history file, the following fields are available:
Enter N or YES to determine if entry of this void check should continue. Enter (CR) defaults to N and returns to the pay cycle field. If YES is entered, the following fields are available:
NOTE: All hours, earnings and deductions, and matching amounts should be displayed as a negative (i.e., -10). The system assigns a negative symbol automatically.
7. Earnings GL Posting Table
This field is skipped unless the void check is manually entered. Enter a valid earnings GL posting table for this check. The entry must be a valid GL posting table. Enter (CR) defaults to the employee’s standard earnings GL posting table. F2 allows a search.
8. Deductions GL Posting Table
This field is skipped unless the void check is manually entered. Enter a valid deductions GL posting table for this check. The entry must be a valid GL posting table. Enter (CR) defaults to the employee’s standard deductions GL posting table. F2 allows a search.
9. Department
This field is skipped unless the void check is manually entered. Enter the department in which the employee worked for this check. The entry must be a valid department. Enter (CR) defaults to the employee’s standard department. F2 allows a search.
10-15. Hours
For each hours code, enter the number of hours worked (+/-999.99). Enter (CR) initially defaults to 0.
For each earnings code, enter the amount earned (+/-999999.99). Enter (CR) initially defaults to 0, if no hours were entered. If hours were entered, an earnings amount is required.
Enter N or Y to indicate if tax and other deductions should be calculated by the system according to the employee pay cycle record and appropriate tax files. Enter (CR) defaults to N and the user must enter deductions.
22-37. Deductions
If automatic calculation is not selected, enter the amount of deductions (+/-999999.99). Enter (CR) initially defaults to 0.
The system calculates and displays the check amount based on the above information. This amount cannot be changed. Only earnings and deductions amounts can be changed.