How to correct a voided check that was cashed or voided in error
Here's what happens when you void a check:
- The application puts a flag in the record that shows it's been voided.
- It also adds the date voided to the record. These are simply flags that don't really affect the ledger. They just indicate the check has been voided.
- In addition, the other update that takes place is a reversing journal entry is created. This is the only thing that really affects the ledger.
If the voided check is in an open month:
Re-create the check by creating a bill (same as the original bill) and clicking the assign check number. Use the same check number as the one you voided but add a letter to the end of the check number.
NOTE: If the voided check paid more than one invoice, you would still re-create the bills, but instead of using the assign check number option, you would 'fake-print' the new check to pay all of the associated new bills and assign the check number (with an alpha character included) during that process. 'Fake-print' simply means to generate the check to a PDF but don't actually print it; just close it and then answer the prompt as 'Yes, the check printed.'
If the voided check is in a closed month:
You will need to contact support for assistance. We will be happy to discuss this with you and determine if the original check needs to have the void removed (and how to do that) or if there is another option.
If you are part of a(n) (Arch)diocese, you can have that entity request that we "un"void the check. If they approve this for you, they will have to send us a written request to do so. We will remove the void and you will HAVE TO delete the voiding Journal or that journal will still reverse the check (Debit checking and Credit the offsetting account(s)). This service will require a Professional Services fee.