How to Undo a Voided Check in Accounts Payable of Sage 300 CRE

Undo a Voided Check in Accounts Payable

Sage 300 CRE does not allow for the deletion or undo on a voided check, which means you'll have to reprint.  While printing checks in Accounts Payable, the check number is verified against Cash Management transactions to ensure duplicate check numbers are not used. Accounts Payable will not allow the reuse of checks that have not been voided, or any check still in the Cash Management Register. However, it is simpler to append a "1" at the end of the check number and then reset the check number.

Resolution

Follow these steps to void and move an Accounts Payable check number to history to be able​ to reuse the check number:

Create a backup copy of your Sage 300 CRE company data. If you have not completed your bank set up (completed the "go live" process in CM Setup Assistant), refer How do I set up a new bank account in Cash Management? before using these steps. You can void checks when your bank account is not fully set up, but you cannot reconcile and move checks as instructed in steps 3, 4 and 5.

If the check is already voided, start at step 3.
  1. Change the reconciled status of the check you want to void and reuse. You can only void checks with a reconciled status of Open. See How do I change the reconciliation status of a transaction in Cash Management?
    • ​Note: Skip this step if the check was not previously reconciled or cleared in Cash Management.
  2. ​Void the check in Accounts Payable. See How do I void an Accounts Payable check or payment?
    If the check is a Manual c​​​​heck, select the option to Delete the check when you void it. You can delete manual checks and reuse the number. If you delete a manual check, you do not need to proceed with the rest of this solution. If you want to reuse the check number of a Machine printed check, or if you voided a manual check without deleting it, continue with the rest of this solution.
  3. In Cash Management, manually reconcile the voided check in Edit Register by changing the status from O to R. See How do I change the reconciliation status of a transaction in Cash Management?
    • Note: When you manually reconcile the voided check in Cash Management, leave the Cleared amount as zero and use a current period date for the Cleared date that does not correspond with a month end date or bank reconciliation statement date.
  4. Move the voided check that you manually reconciled from the Cash Management Register.cmt file to the History.cmt file as follows:
    • Note: Depending on the speed of your network, your computer, and the number of transactions you have in your bank account, the Move Checks process could take a substantial amount of time.
      1. Make a backup of your data folder. See How do I use File Tools to back up data files?
      2. In Cash Management, from the Tools menu, select Move Entries, Register To History.
      3. Click OK if you receive the message "The CM History Transaction file was not found. The file will be created."
      4. Place your cursor within the Beginning statement date box.
      5. Enter the Cleared date from step 3 in both the Beginning Statement date and Ending Statement date boxes.
      6. Click Conditions, select​​​​ Bank Account, under Operator select Equal To, in the Value enter the applicable bank account ID, then click OK.
      7. Click Add, select C​​​heck, under Operator select Equal To, in the Value enter the check number of the voided check, then click OK.
        Note: To verify the correct transactions will be moved you can preview what transactions match the conditions, click Ranges and when prompted to apply conditions to ranges select Yes. The results will be the transactions that match your conditions. Verify that these are correct. If you want these selected, you will need to highlight and then click okay in the Ranges box.
      8. Click Printer Setup, select the Print to file check box, and then click OK. Do not clear the check box if it is already selected.
      9. Click Start, specify a file name for the Move Entries journal, and then click Save to begin the move checks process.
        Reminder: Depending on the speed of your network, your computer, and the number of transactions you have in your bank account, the Move Checks process could take a substantial amount of time.
      10. Review the Move Entries journal (File, Printouts) to verify that your check moved successfully.
  5. Move the voided check from the Cash Management History.cmt file to another History.cmt file as follows:
    • Note: Depending on the speed of your network, your computer, and the number of transactions you have in your bank account, the Move Checks process could take a substantial amount of time.
      1. In Cash Management, from the Tools menu, select Move Entries, History To History.
      2. In the Destination File Selection window, create a new folder inside your company data folder specifically to move these voided checks into. You may name this folder "Junk" or "CM voided checks" or any other name you choose that specifies the purpose of this folder. If you already have a folder designated for this purpose, select that folder.
      3. Click Open.
      4. Click Yes if you receive the message, "File not found. Okay to create?"
      5. Place your cursor within the Beginning statement date box.
      6. Click List, select the Cleared date from step 3 above when the voided check was reconciled, and then click OK.
      7. Verify that the Cleared date prefills in both the Beginning statement date box and the Ending statement date box.
      8. Click Printer Setup, select the Print to file check box, and then click OK. Do not clear the check box if it is already selected.
      9. Click Start, specify a file name for the Move Entries journal, and then click Save to begin the move checks process.
        • Reminder: Depending on the speed of your network, your computer, and the number of transactions you have in your bank account, the Move Checks process could take a substantial amount of time.
      10. Review the Move Entries journal (File, Printouts) to verify that your check moved successfully.
  6. Reuse the check number in Accounts Payable through the Record Manual/Print Quick Checks task or the Print Checks task as appropriate.
    • Note: If you print checks using AvidXchange (formerly Piracle Create-A-Check) or PrintBoss and you have selected the Print using MICR encoding check box in Accounts Payable File, AP Settings, Payment Settings, you cannot specify a starting ​​​​check number in the Print Checks task. In this case, see How do I change the starting check number for Accounts Payable or Payroll checks? to change the default starting check number in Accounts Payable.
  7. If you need to re-reconcile the replacement check in Edit Register, see How do I change the reconciliation status of a transaction in Cash Management?
    • Note: If you voided a check that was previously reconciled, Cash Management balances may not be correct unless you reissue and reconcile another check with the same accounting date, Cleared date, and amounts.

If this remedy did not prove to be successful, please respond to your Bangert Helpdesk ticket or initiate a new ticket at https://help.bangertinc.com

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