AP - The Void Matrix | Learn Veracross

Overview

This article details the different scenarios where voiding a check may be necessary (and when it isn't), and the appropriate actions that the user should take to properly void the disbursement. The circumstances surrounding the reason for voiding a check (cash disbursement) are critical to determining the appropriate actions that need to be taken.

Issued vs. Non-Issued Checks

A Non-Issued Check is Check Stock that has been voided outside of Veracross and can not be used to print on. A Non-Issued Check has not been recorded/posted in the General Ledger.

An Issued Check is a Cash Disbursement that has been posted to the General Ledger, which includes the disbursement record and a Journal Entry.

If a Non-Issued check is voided in the system, the voiding process is "cosmetic", because the disbursement record will be marked as void, but there is no effect on the General Ledger.

If an Issued Check is voided in the system, the voiding process involves both the disbursement record and a Journal Entry to reverse the amounts that were originally posted with the Check. The voiding process for an Issued Check involves the creation and posting of a second disbursement item with a negative amount, which reverses the effect on the GL, as well as a flag being set on the disbursement record which indicates that it has been voided. The AP Invoice(s) that were included in the disbursement will return to the Unpaid AP Invoice Report, where they can be rescheduled for payment or canceled if a payment is no longer required.

The Void Matrix

Use Case:	Circumstances:	Solution/Guidance:	Background:
I created a Misc Cash Disbursement Record that is unposted, but I don't need it anymore.	A Misc Cash Disbursement Header has been created. The amounts have been entered, but the Cash Disbursement is NOT Posted	Delete the Cash Disbursement Header From the Cash Disbursement Header, click on the organize button (white plus sign). Select "Delete"	Why can this record be deleted? An Unposted Cash Disbursement record can be deleted because nothing has been posted to the General Ledger.
I created a Misc Cash Disbursement Record that is unposted, but I already set the Print Code to *Print Check* and now I can't print the check without the preview watermark.	A Misc Cash Disbursement Header has been created. The amounts have been entered, but the Cash Disbursement is NOT Posted The Print Code has been set to *Print Check* and the link has already been clicked	Delete the Cash Disbursement Header From the Cash Disbursement Header, click on the organize button (white plus sign). Select "Delete" Create a new Cash Disbursement. See Preparing and Printing Miscellaneous Checks	Why can this record be deleted? An Unposted Cash Disbursement record can be deleted because nothing has been posted to the General Ledger. Why do I need to delete my original disbursement? The PDF check download can only be viewed once without the preview watermark. Once Print Code is set to "Print Check", and the PDF link is clicked, the system automatically puts the watermark back on the preview, so duplicate checks cannot be printed. Thus, a new disbursement record must created in order to print the check without the preview watermark.
I need to void a posted Misc Cash Disbursement.	A Misc Cash Disbursement Header has been created. The amounts have been entered, and the Cash Disbursement is Posted	Follow the steps detailed in Voiding a Cash Disbursement Create a new Cash Disbursement. See Preparing and Printing Miscellaneous Checks	Why can't I use the "Enter Void Checks" action? The "Enter Void Checks" action can only be used for non-issued checks, because the process is "cosmetic". Using "Enter Void Checks" marks the disbursement record as void, and prevents the system from using that check number again. The action does not reverse the journal entry that was originally made to the GL when the disbursement was posted.
I created a Check Batch in AP and Printed the Checks, but some (not all) printed incorrectly on the check stock.	A Check Batch Has been created Checks have been prepared and printed Only some (not all) of the checks printed incorrectly and need to be voided The Check Batch does NOT have a disposition code.	Post the Check Batch by setting the disposition code to "Post Checks" On the *Disbursements* tab of the check batch, click on the Check Number(s) of the checks that should be voided, which will open the cash disbursement record. Follow the steps detailed in Voiding a Cash Disbursement	Why can't I set the disposition code to "Void Checks"? Setting the disposition code to "Void Checks" for the check batch will void ALL the checks in the check batch, meaning the check stock that was still useable will be voided as well. This action is the same as the "Enter Void Checks" action, which marks the disbursement record as void, and prevents the system from using that check number again. By Posting the Check Batch first, the Checks that are useable can be "Issued", and then the remaining check numbers can be voided, which includes a Journal Entry to reverse the disbursement that was posted to the GL.
I created a Check Batch in AP and Printed the Checks, and ALL the checks printed incorrectly on the check stock.	A Check Batch Has been created Checks have been prepared and printed All of the checks printed incorrectly and need to be voided The Check Batch does NOT have a disposition code.	Void the Check Batch by setting the disposition code to "Void Checks" All the Invoices included in the check batch will return to the Scheduled Payments Report, where they can be pulled into a new check batch.	Does this reverse the cash disbursement in the General Ledger? Because the Check Batch never had the disposition code "Post Checks", no journal entry was generated to record the disbursement, so there is nothing in the general ledger to reverse.
Some of our check stock was ruined and I need to void the check numbers, but nothing was ever printed on the check stock.	No disbursement records have been created Specific check numbers need to be voided in the system because the check stock was damaged	Use the "Enter Void Checks" process to void the check numbers. See Voiding an Unissued AP Check	What does the "Enter Void Checks" Action do? The "Enter Void Checks" action can only be used for non-issued checks, because the process is "cosmetic". Using "Enter Void Checks" generates and marks a disbursement record as void, and prevents the system from using that check number again. The action does not reverse any journal entry that was originally made to the GL when the disbursement was posted, which is why it can only be used for unissued checks.
I created a Check Batch in AP and Printed the Checks, and ALL the checks printed incorrectly on the check stock, but I Posted the check batch.	A Check Batch Has been created Checks have been prepared and printed All of the checks printed incorrectly and need to be voided The Check Batch has a disposition code of "Post Checks".	On the *Disbursements* tab of the check batch, click on the Check Number(s) of the checks that should be voided, which will open the cash disbursement record. Follow the steps detailed in Voiding a Cash Disbursement	Why can't I set the disposition code to "Void Checks"? Once a Check Batch has a disposition code, a different disposition code cannot be applied. Why can't I use the "Enter Void Checks" action? The "Enter Void Checks" action can only be used for non-issued checks, because the process is "cosmetic". Using "Enter Void Checks" marks the disbursement record as void, and prevents the system from using that check number again. The action does not reverse the journal entry that was originally made to the GL when the disbursement was posted.
I printed my checks, and the checks are useable, but the check numbers on the check stock differ from the check numbers on the disbursement records in Veracross.	A Check Batch Has been created Checks have been prepared and printed All of the checks printed correctly, except the check numbers on the check stock differ from the check numbers on the disbursement records in Veracross.	Post the Check Batch From the disbursements report on the check batch, click into a disbursement record using the check number link and navigate to the History / Misc tab. Using the Check Number (U) field, input the correct check number and click update.	Why am I posting the check batch if the check numbers are wrong? If the checks printed are useable except for the fact that the check numbers on the check stock differ from the check numbers on the disbursement records in Veracross, then the disbursement records in Veracross can be updated to match the check number on the check stock.