Before you can void the paycheck, please make sure you have read through the information discussed under When to Void a Paycheck in the next paragraph. After reviewing the following considerations, if you still plan to void a paycheck, see How to Void a Paycheck for step-by-step instructions.
When to Void a Paycheck
Voiding a paycheck may be necessary for checks already printed or assigned a check number. Once a check is voided, the payroll accumulations are automatically adjusted in the Payroll and Ledger & Payables modules. Additionally, a reversing Journal Entry will be created.
If an error exists on an unprinted paycheck that does NOT have a check number, see Paycheck: Incorrect Amounts or Pay Item to learn how to update these items and print the check.
Additional Considerations:
A paycheck is typically voided before it is cashed. Here are some examples of when an un-cashed paycheck will need to be voided:
- A paycheck amount must be corrected, a check has not been cashed, or the employee must be issued a new paycheck. In this case, void the check and use the normal payroll process to create a new paycheck.
- A paycheck is lost, destroyed, or otherwise damaged. In this case, void the check, then use the normal payroll process to create a new paycheck for the employee.
- A paycheck is created for an employee who should not receive a paycheck. In this case, void the check. Nothing further is required.
Paycheck Date Considerations:
When voiding paychecks dated in the current federal and state reporting periods, the generated payroll reports will have the correct payroll and withholding totals to prepare reports for the federal, state, and other organizations.
When voiding paychecks dated in prior Federal and State reporting periods, amended Federal and State reports may need to be filed. Payroll reports may also need to be reprinted for the desired periods. The reprinted reports will differ from the original reports regarding the amounts on the voided paycheck.
Caution: If you errantly void a paycheck, follow the standard steps to recreate that paycheck.
How to Void a Paycheck
- In ParishSOFT Accounting, click on the Payroll tab → Payroll Process and choose the payroll with the check that must be voided.
- Go to Step 6) Edit Paychecks to select the payroll check that needs to be Voided and click on the Void button. The absence of a void button indicates the check has been cleared on a Bank Reconciliation. A cleared check cannot be voided.
- Once you click the Void button, a small popup asks you for a void date. The void date needs to be in the current accounting month and an open Bank Reconciliation Period.
- Click the Save button to void the check.
- After voiding the check, click Reports to reprint any payroll reports you might need to reprint.
- When you later process your Bank Reconciliation, you will mark both the original check and the voiding journal entry.
This void process will
- Mark the check as "Void" in the Payroll system.
- Create a Journal Entry in the Ledger & Payables system to reverse the original check.
- Adjust the employees' accumulations in the Payroll system.
If you need to create a new Paycheck for the employee
- If this payroll is still open, update the timecard. Then, click the calculate button and move forward in the same payroll to generate checks. A new paycheck will be created for only the employees whose checks have been voided and still selected for this payroll.
- If the payroll is closed, You must create a new payroll for just this employee. When you print reports, select all reports for the same payroll date to include all employees.
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