How to Void a Direct Deposit or Payroll Check in Sage 300 CRE

Voiding a Direct Deposit or Payroll Check

If you've created a direct deposit in Sage 300 CRE and need to make corrections, you must first void the original transaction. Afterward, re-initiate the "Generate Direct Deposits" process. See how to void a payroll check or direct deposit by following these steps:

Note: You can only Void Checks with a status of Printed, Manual, or Accrued. To view the check status, select Check Activity from Inquiry. You cannot void a check that has a status of Cleared or Reconciled in Cash Management. See Changing the Reconciliation Status of a Transaction in Cash Management. 

When voiding a check in Sage 300 CRE, keep the following key points in mind:

Tax Amount Alterations: If voiding the check changes the tax amount withheld, you might have to:
  1. Reprint your quarterly or annual tax reports.
  2. Submit revised reports to the relevant government agency.
  3. Always check with your Tax Accountant or Attorney about the specific laws and guidelines pertaining to your circumstances.
Check Date Adjustments:
  1. Upon voiding, choose 'New Check Date' and input a date within the current quarter. This will ensure your tax reports capture the tax modifications made during this period.
Year-End Date Considerations:
  1. If you input a 'Period End Date' for a previous year, a warning message will pop up, alerting you that the date belongs to a past year.
  2. If the original check date was within the present year, you can proceed by selecting 'yes'. However, if the date was in a past year, there may be additional factors to ponder. 
Always be thorough and consider reaching out for professional advice when needed.

How to void a check or direct deposit:

  1. Data backup: Ensure you save a copy of your data. Refer to the guide on "Creating a Company Data Backup using System Administrator and SQL Replicator."
  2. Accessing Void Option: 
    1. Navigate to: Payroll > Tasks > Void Checks.
  3. Transaction File Selection: Pick the appropriate transaction file - it could be New, Current, or History.
  4. Time Entry View Selection: 
    1. Choose your desired Time Entry View and then click OK.
  5. Check Details:
    1. Fill in the necessary details: Employee ID, Period End Date, and Check Sequence.
  6. Execute the Void:
    1. Hit the Void button.
  7. Check Options:
    1. If you wish to keep the time entries and reissue the check, select Retain this check as new. If the check won't be reissued, leave it unchecked.
    2. Choose between using the original accounting date or inputting a new one in New Accounting Date. This date will be considered when reflecting in General Ledger, Job Cost, Billing, and Equipment Cost. (Note: This option is inactive if you're voiding from the New file).
    3. Decide if you want to use the original check date or specify a new one in New Check Date. This impacts Payroll's monthly, quarterly, and yearly records and respective tax reports. (Note: This option is inactive if you're voiding from the New file).
  8. Completion: 
    1. Click OK.
  9. Voiding Multiple Checks:
    1. To cancel additional checks, go back and repeat steps 4-7.
  10. Concluding:
    1. Click Finish.
  11. Posting:
    1. Ensure to post the entries in both Job Cost and General Ledger.
Remember, voiding checks in Payroll doesn’t auto-post in the General Ledger and Job Cost. Always check manually.

Key Points to Remember:
  1. Voiding Checks & Period End Date: If the reason for voiding a check is an incorrect Period End Date, inspect the check's status. If its status is either New or Processed, and it doesn't have direct deposit values and isn't an accrual, then consider using the Modify Period End Date tool.
  2. Editing or Deleting Checks: For checks that haven't been posted, printed, directly deposited, or accrued, you might want to employ the Change Unposted Time or Enter Checks tools rather than Void Checks. Be cautious, though; only use Change Unposted Time for checks labeled as New.
  3. Modifying Posted Checks: If your goal is to alter job cost data in the pay details of already posted checks, Change Posted Time might be more appropriate than Void Checks. However, it's crucial to ensure this modification doesn't impact the check's net pay.
  4. Taxes, Fringes, or Deductions: To make amendments in these areas on checks that have been printed, directly deposited, or accrued, you'll need to void the check and then reissue a corrected version.
  5. Automatic Posting: Remember, voided check entries won't automatically reflect in linked applications. It's up to you to manually post these entries where needed, such as via Tasks, Post Entries in Job Cost or General Ledger.
  6. Voided Checks in New File: If you've activated the Write Voided Checks to New File option in PR settings (found under File > Company Settings > PR Settings), all voided transactions will be recorded in the New File, displaying a Voided check status. If you chose the Retain this check as new option previously, these void transactions will be recorded alongside the original checks, which can be handy for record-keeping. This feature can be particularly beneficial, for instance, when you need to print the Payroll Deposit Summary report from the New transaction file.



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