Voiding Payroll Liability Checks

The Void command voids a liability check. When a check is voided, the payroll liability that was to be paid with that check (or checks) becomes available to be included on another payroll liabilities voucher.

Just as all checks in a voucher must be verified (Paid) or Void to make the voucher Paid, all checks in a voucher must be Void before the entire voucher can be Void (see Voiding a Payroll Voucher). Voiding a liability check affects the voucher’s state:

Voiding a Check in a Pending Voucher

When you void one check in a Pending voucher and at least one check is in either the New or Pending state, the voucher that contains the voided check remains Pending.

Voiding a Check in a Paid Voucher

When all checks in a voucher are Verified (Paid), AptaFund considers the voucher Paid, which totals all liability payments and writes one cash transaction to the general ledger. If a liability check within a Paid voucher is later Voided, the initial transaction entry for that check is Void and posted for the check amount.

Voiding Checks that use Multiple Funds/Bank Accounts

If a payroll liability has been allocated across multiple funds, it may have been spread across several checks if each fund uses a different bank account and a clearing account has not been used (this is part of the setup for the Banking module). If this is the case, the selected check and the associated check(s) display in the Void Associated Checks dialog box during the Void process. The liability check and all its associated checks must be voided in order to back out the entire liability check.

To void a liability check:

  1. Open the Payroll Voucher Management screen.

  2. In the Payroll Voucher grid, select the row selector to highlight the desired payroll voucher.

  3. Choose the Liability Check Printing command from the Fund menu or right-click shortcut menu. The Liability Check Printing dialog box displays.
    APTAHELP_PY00000015.gif Liability Check Printing Dialog Box

  4. In the Liability Check Printing dialog box, select the row selector for each row for which you want to void.

  5. Choose the Void button to void the selected checks.

  6. If the check includes liabilities that were not split across multiple checks, a confirmation message displays. Choose the Yes button to void the checks or choose the No button to cancel. The selected checks move into the Voided state, and the associated liabilities are made available for inclusion on another payroll voucher. The Void process is complete.
    If the check includes liabilities that were split across multiple checks, continue with the next step.

  7. If a selected check contains liabilities spread across multiple checks, the Void Associated Checks dialog box displays.
    APTAHELP_PY00000015.gif Void Associated Liability Checks Dialog Box

  8. In the Void Associated Checks dialog box, the Checks List grid displays a list of all the checks with associations to the selected check. If desired, choose the Print List button to print a listing of the checks that will be voided.

  9. In the Void Associated Checks dialog box, choose the Yes button to void the selected check and all of the listed checks, or choose the No button to cancel the Void process.

  10. After void confirmation, the selected check and any associated checks are voided. The liability is removed from the voucher so it can be included on another one.