How to Void a Check in Sage 100

Common Scenarios for Voiding Checks

There are several situations where you might need to void a check in Sage 100:

• Damaged or unusable check stock during printing
• Lost check stock
• Incorrect payment amounts
• Wrong vendor payments
• Duplicate check numbers
• Stop payment situations

Basic Check Voiding Process

Voiding an Unused Check

When you have a piece of damaged or unusable check stock, follow these steps:

1. Navigate to Accounts Payable > Main > Manual Check and Payment Entry[1].
2. Enter the appropriate bank code for the check you're voiding[1].
3. Input the check number that needs to be voided[1].
4. Leave the vendor number and check amount fields blank[1].
5. Click Accept when prompted[1].
6. Confirm "Is this a void check?" when the system asks[1].

Important Note: The system will automatically populate the date, but ensure you don't enter any amount or vendor information for unused checks[1].

Processing the Void

After entering the void information:

1. Run the Manual Check and Payment Register[1].
2. Review the register to confirm the check appears as voided[1].
3. Process the Daily Transaction Register[1].
4. Note that the file will be empty since there are no dollar values to record[1].

Voiding Issued Checks

Check Reversal Process

When voiding an issued check, the process is slightly different:

1. Access Accounts Payable > Main > Manual Check Entry[4].
2. Enter the bank code associated with the check[4].
3. Input the check number to reverse[4].
4. When prompted "Is this a check reversal?" select Yes[4].
5. Choose whether to recall original invoices[4].

With Invoice Recall:

• Select Yes to "Recall original invoices" to reopen the original invoice[4].
• Review the Lines tab where the invoice appears with a negative amount[4].
• This adjustment returns the invoice balances to Accounts Payable[4].

Without Invoice Recall:

1. Select No to "Recall original invoices"[4].
2. Go to the Lines tab[4].
3. Select the GL Distribution Button[4].
4. Enter the GL Account[4].
5. Input the original check amount as a negative value[4].

Bank Reconciliation Verification

After voiding a check, verify the process in the Bank Reconciliation module:

1. Access the Bank Reconciliation module[1].
2. Confirm the correct bank code[1].
3. Locate the voided check number[1].
4. Verify the amount shows as zero for unused checks[1].
5. For reversed checks, confirm matching positive and negative entries that net to zero[1].

Special Considerations

Duplicate Check Numbers

If you discover duplicate check numbers:

1. Identify the incorrect check entry[1].
2. Use the Manual Check and Payment Entry screen[1].
3. Enter the appropriate bank code[1].
4. Input the duplicate check number[1].
5. Select Yes for check reversal[1].
6. Choose the incorrect check amount from the displayed options[1].

Prior Period Considerations

When voiding checks from previous periods:

1. Ensure proper dating of void transactions
2. Consider the impact on financial statements
3. Consult with accounting supervision if necessary
4. Document the reason for the void thoroughly

GL Impact and Audit Trail

The voiding process creates specific entries in your general ledger:

For unused checks:

• No GL impact since no monetary value is involved[1].
• The void appears in the check register for audit purposes[1].

For issued checks:

• Debit entries to reverse the original payment
• Credit entries to restore the payable
• Complete audit trail of the transaction

Best Practices

To maintain accurate records and prevent errors:

1. Document the reason for voiding each check
2. Maintain a log of voided check numbers
3. Regularly reconcile bank statements
4. Review void procedures with accounting staff
5. Implement proper approval processes for voids

System Requirements

Before voiding checks, ensure:

1. Proper user permissions are set
2. The correct accounting period is open
3. All related modules are properly configured
4. Recent system backups are available

Common Issues and Solutions

Incorrect Bank Code

If you select the wrong bank code:

1. Cancel the void process
2. Start over with the correct bank code
3. Verify all entries before proceeding

Missing Check Numbers

When check numbers don't appear:

1. Verify the check number exists in the system
2. Confirm the correct bank code is selected
3. Check user permissions
4. Review the check register for accuracy

Reporting and Documentation

After voiding checks, generate these reports:

1. Manual Check Register
2. Daily Transaction Register
3. Bank Reconciliation Report
4. GL Transaction Detail Report

Advanced Features

Automated Processes

Sage 100 offers several automated features:

1. Automatic invoice recall
2. Integrated GL updates
3. Bank reconciliation matching
4. Audit trail creation

Integration with Other Modules

The void process affects multiple modules:

1. Accounts Payable
2. General Ledger
3. Bank Reconciliation
4. Financial Reporting

Training and Support

Ensure accounting staff:

1. Understand void procedures
2. Can identify appropriate scenarios for voiding
3. Know proper documentation requirements
4. Have access to necessary support resources

Compliance and Control

Maintain proper internal controls by:

1. Implementing approval hierarchies
2. Documenting void procedures
3. Regular audit of void transactions
4. Maintaining separation of duties

Regular Maintenance

To ensure smooth operations:

1. Regular review of outstanding checks
2. Periodic cleanup of void records
3. System updates and maintenance
4. User permission reviews

Conclusion

Voiding checks in Sage 100 requires attention to detail and proper procedure following. By understanding these processes and implementing proper controls, organizations can maintain accurate financial records and ensure proper accounting practices. Regular training and documentation review will help prevent errors and maintain system integrity.

Citations: [1] https://www.cs3technology.com/videos/void-checks-in-sage-100-erp [2] https://www.rklesolutions.com/blog/how-to-void-a-check-written-from-a-legacy-system [3] https://www.growthforce.com/blog/how-to-void-payments-using-sage-intacct [4] https://www.rklesolutions.com/blog/sage-100-reverse-checks [5] https://help-sage100.na.sage.com/2016/Subsystems/PR/PRMainProced/VOID_PAYROLL_CHECK_REVERSE_ENTRY.htm [6] https://help-sage100.na.sage.com/2024/Subsystems/AP/APMainProced/Voiding_a_Non_Issued_Check.htm [7] https://www.youtube.com/watch?v=XC1adOPCvvA [8] https://www.dsdinc.com/2013/11/14/how-to-void-a-check-in-sage-100-erp/ [9] https://www.youtube.com/watch?v=a28KF66HQ5U [10] https://www.youtube.com/watch?v=VEVOj6UUpbs