To void a payroll check, simply enter the check again using the exact data as it was entered to begin with, EXCEPT the amounts need to be REVERSED amounts.  Two reports are needed to get the exact reversal figures.

Report 1:

Go to:

• Payroll (Module 1)
  • Employee Check History (Task 18)
    • Print Selected Employee Records (Sub-task 4)

Select the division #, the employee and the check date of the payroll check you wish to void. 

Report 2:

Go to:

• Employee Deduct/Add History (Task 19)
  • ​Print Selected Deduction Records (Sub-task 4)

Select all deduction records, division #, the employee and check date that you wish to void.

Reversal:

This reversal check needs to be entered as a manual check, in:

• Payroll (Module 1)
  • Manual Payroll Entry & Editing (Task 4)
    • Enter New Manual Pay Record (Sub-task 1)

Enter the check using amounts based on the information from the 2 printed reports.  Note: some amounts will be positive and some will be negative.

Ø      Deductions would need to be entered on the second screen as positive amounts.

Ø      Additions to pay would need to be entered as negative amounts. 

Ø      The Recurring Deduction File may need to be altered on the employee's record to allow the amount to be entered.  Field 06. Fixed amt? must be set to N

Ø      Be sure after the reversal check is made that the Recurring Deduction File for the employee that was altered is returned to however it was set before. 

Print, Edit & Post

PRINT:   A reversal check will not print since the Manual Payroll Entry and Editing function does not allow it.

EDIT (Sub-task 4) & POST (Sub-task 5):  After a good edit list is reviewed showing that it is an exact reversal of the check being voided, then post the manual check.

After the check is reversed out, run another payroll to create a replacement check if needed.

Posting the Negative Check to A/P

If the payroll checks come out of the same checking account as the A/P checking account, you will need to post the negative check to A/P.  Go to Accounts Payable Module; Task #32 (System Management); Sub-task #6 (Post Payroll Checks File).  Enter in the date of the check.  The original positive check will be in A/P Task #20 (Check Account) and the same check # will be in a second time for the exact negative.