How To: Perform A Historical Void

Owned by Patrick Reynolds
Feb 03, 2023
3 min read

Overview

The “Historical Void” tab is where you can view or issue historical voids, which differ from voids that are performed on the payroll tab. In order to historically void a check, the batch needs to have been locked from the payroll module, then closed from within the Accounting module. You can easily see if the batch has been closed by viewing the “Search” tab, searching the batch number or viewing the “Closed Batches”, and looking for the posting number field as shown below.

 

Because you can’t modify information that’s part of a closed batch, you’ll need to perform the historical void from within an unlocked batch that’s part of the same program as the original check. If the batch is locked you can only view the historical voids that were performed in that batch.

Detail

To Perform a Historical Void:

  1. Click Insert

    1. A popup box will appear

  2. Enter the Check Number you would like to void in enter check number field

  3. Click Search

    1. The desired check will appear in the grid. If the check doesn’t appear, check to make sure the check has a posting number and is part of the same program.

  4. Double click on the check to void it

    1. Make sure you are certain you want to void, before double clicking. There is no turning back once you have voided.

  5. Click Close

  6. The check that has just been voided will now appear on the tab.

If you’re re-issuing the check and the employees payment method is changing (direct deposit to check or visa versa), remember to make the change on the employee> payroll tab.

Historical Void and Best Practices

A standard void performed on the payroll module is typically done when the paper check fails to print in any way (printer error, paper check was lost, etc). Once a batch is locked, it’s typically better for reporting purposes to wait for the batch to be closed then perform the historical void vs unlocking the batch and voiding the check. For example, historically voiding a check allows audit details to be displayed, such as the payroll batch the check was processed on AND the batch the void was performed on, whereas simply voiding the check removes the check from the report entirely.

We suggest that if the check is going to be re-issued, it’s added to the same batch that the historical void was performed to more easily track the history of historically voiding and re-issuing a check.