CNA L&P - Checks: Void or Delete Check

When you have recorded a check and later find an error, there are several options to fix the error: Delete, Void, Journal

 

.

Delete the Check

This option is only available for those whose login credentials provide the delete button. This option would only be available for those with this permission if the check date is in the current accounting month and if the check has not yet been marked on a Bank Reconciliation

If your credentials do not provide this option, you must talk to your church or diocese administrator to either grant the permission or possibly to delete the check for you. When the check is deleted, the activity will be recorded in the Audit. However, the data base will behave as if the check had never been created in the first place, freeing the check number to be re-used. Some valid reasons for deleting a check are: An EFT check was recorded incorrectly, the check was assigned to an incorrect bank account, an incorrect expense account was used.

 

.

Void the Check

In most cases, instead of deleting the check you must void the check. This must be done if the check is incorrect (and delete is not an option) or the check has been lost and must be re-issued. As with the Delete option, this check may not be voided if it has been marked on a Bank Reconciliation. If the Reconciliation in which this check has been marked has not been closed, you may go into it, unmark the check and save the changes. Then, go back into the check to void.

Void Date: Void the check as of an open Bank Reconciliation Period. Use the check date if possible, but if the check date is in a closed bank rec period, use the first date in the open bank rec period.

Copy the Original Bill: When you void a check, you have the option to make a copy of the original Bill. 

Print a New Check or Assign the Check Number to the Bill: If you voided the check because it was written from the wrong account and only need to record it under the correct account, simply go into the bill and assign the check number. You must use an alpha character in the check number because a duplicate number will not be allowed even though the original check was voided. If you need to print a new check, proceed as usual.

How does a void affect expenses when using an accrual accounting basis?

The original bill is still recorded in a journal entry which was created on the invoice date. The bill is associated with the voided check. If you have questions about how this original bill affects your books, please see our Help Article titled, Can I Delete a Bill after Voiding a Check?

.

Journal the Entry

If you do not have the option to void the check, you may create a journal entry to fix the entry. Any entry that moves money to and from a bank account must be dated in an open bank reconciliation period. If the entry only affects expense accounts, it may be dated on the check date. A Journal Entry to change which bank account from which the money was written would Debit the wrong Bank Account and Credit the Correct Bank Account. A Journal Entry to change the expense account would be a Debit to the correct Expense Account and a Credit to the incorrect Expense Account .

Have more questions? Submit a request

Comments

0 comments

Please sign in to leave a comment.