How to Void an AP Check in Dynamics SL

This issue features a common task every company runs into from time to time and one we receive quite a few inquiries on: How to void an AP check.

While this is a simple process to master, we often see this question surface during onboarding of new personnel resulting from changes in roles or attrition.  Whatever the reason, we understand it’s important for you to know how to complete this task swiftly and accurately.  Let’s review the steps. 

To void a check, it must have an O (outstanding) status and must still be in the database. Voiding a check reverses all transactions originally generated for the check, which reopens the documents paid on the check and increases the vendor balances to reflect the reopened documents.

When you void a check, the status of the original check becomes V (void) on the Check Register (03.630.00) report. The void check produced is designated as VC (void check) with a document status of V (void). A void check has the same reference number as the original check issued. The Check Register (03.630.00) report lists the original and voided checks. For more information see “Void Check Entry (03.040.00)” in the online Help.

Note: You can only void checks that were written and saved with a number. You cannot void a check in the system that did not complete the print check process. 

Void a check

To void checks:

1. Open Void Check Entry (03.040.00).
2. Type the Period-to-Post if it is different from the default value.
3. Select the Handling option. Options include the following:
   • Hold — Save the batch for future editing.
   • Release Later — Set the batch’s status to Balanced to prepare for later release for posting in Release AP Batches (03.400.00).
   • Release Now — Release the batch for posting on accessing a new or different batch, or exiting Void Check Entry (03.040.00).
   • No Action — Leave the current batch status unchanged.
4. Type the total amount of the checks to void in Control.
5. Type the numbers of the original checking account and subaccount from which the check is issued.
6. Type the number of each check to void in Check Number or press F3 to look up checks that have not yet cleared. They will display with the vendor ID and amount. Select the check(s) that you would like to void.
7. Check the value in Batch Total against the value in Control. If the values are not equal, change the value in Control.
8. Click Finish on the toolbar. Only batches with Handling set to Release Now are released. If Release Later is the Handling, go to Step 9. All other batches are saved and wait for you to make a change to the Handling before they can be processed.
   1. If you want to issue a replacement check, change the pay date on Document Maintenance (03.250.00). The document is selected based on the pay date.
   2. If you do not want to issue a replacement check, reverse the original document on Voucher and Adjustment (03.010.00) by selecting Debit Adjustment from the Type list.  Then write a manual check for a zero amount on Manual Check/Payment Entry (03.030.00).
9. Release the batch using Release AP Batches (03.400.00).

Occasionally, an AP check gets cleared in AP Check Reconciliation (03.060.00) prematurely and needs to be voided in Accounts Payable (and NOT in the Cash Manager (CA) module or Bank Reconciliation (BR) module). Our consulting services can provide assistance with reopening the cleared AP check so it becomes available again to be voided, saving you time and removing the frustration of trying to resolve this issue on your own.

Dynamics SL is a feature-rich and flexible product that will continue to offer value over the coming years to its very loyal customers.  We hope the information shared here has been helpful.  Our goal is to provide you with useful knowledge and encourage confidence as you plan for your future accounting needs.  If you’d like to have an issue addressed in a future blog post, let us know.