Enter a Simple Void

This process is used to void a check that has not been recorded in the checkbook, to maintain the proper check sequence and show the check number in the checkbook as voided.  This is usually because the physical paper check has been destroyed, ripped, or made unusable in some way.

For Example: If a physical check is ruined and cannot be used in the check printing process or the check number was skipped at some point and will not be used.  

Note: A Vendor should be setup in the Landlord Master and named VOID to be used in this process.  See Landlord Master.  Note the number of the void landlord should be entered in the Section 8 Payables Settings File on the Check/ACH/Card Setup tab in the Void Check Vendor # field.

Voucher Entry

NAVIGATION: ACCOUNTING menu > Section 8 Payable Vouchers > Voucher Entry

  1. Voucher # should be left blank
  2. Select a Trans Type of Simple Void
  3. Select a Payee Type of Landlord Transaction
  4. Select the VOID vendor for the Vendor #
  5. The Process Category field is used in VMS reporting and may be left blank.
  6. Select a Cycle
  7. Invoice Number may be left blank
  8. The VMS Date, G/L Date and Due Date will default to the current date.
    1. The date may be changed if you wish to enter a date that is the same as checks that have already been written so that this check number is dated within the existing check number sequence.
  9. The Invoice Amount should be zero.  (Simple Voids will always post as a zero amount even if an amount is entered)
  10. Tenant Information (Project, Unit and Tenant) can be left blank.
  11. Enter an Invoice Description for the voided check
  12. Separate Check should be left unchecked
  13. Enter the Check # that is to be voided
  14. Enter the current date as the Check Date or enter the same date used for the G/L Date in a mmddyy or mmddyyyy format
  15. Click SAVE.
  16. There is no need to enter Distribution information.  This check will not post to the General Ledger, only to the checkbook.
  17. Close AP Voucher Entry if you are done entering transactions and run the Voucher Edit List.

Voucher Edit List

NAVIGATION: ACCOUNTING menu > Section 8 Payable Vouchers > Voucher Edit List

  1. Select a Display Order - by entry or vendor number
  2. Select a Cycle or leave blank for all.
  3. Click Preview or Print to review the voucher entries.  
  4. Go back to Voucher Entry if corrections need to be made.  
  5. If no corrections, print or close.
  6. Preview or print the report (see Report Preview, Print and Save Options).

Post Vouchers

NAVIGATION: ACCOUNTING menu > Section 8 Payable Vouchers > Post Vouchers

  1. Select a Cycle.
  2. Click START POST 
  3. Click YES to post register.  
  4. Preview or print the report (see Report Preview, Print and Save Options).

The check number is now recorded as a void.

1/2024

NEED MORE HELP?  Submit a ticket to the Help Desk or call (814) 535-7810 or (800) 889-3388