Void/Reissue a Check

Void Check

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

From the Quick Links menu, click on Special Vouchers and select VOID CHECK
Select the Cycle from the drop down.
Enter the check number that is to be voided in the Starting and Ending Check fields.
A range of check numbers may be entered instead.
Click the Build Selection Grid button
In the grid, check the box in front of the check that is to be voided. Multiple checks can be voided at the same time.
Enter or select the Transaction Date.
1. PLEASE NOTE: This is the date you want to void the check. This date will be used in the interface to the General Ledger and the checkbook. Consult your Fiscal staff about what date should be used in the void date. This date should normally be today’s date, but can be back dated to actual month if Fiscal staff approve it and still have the month open to changes. Once Accounting closes the month, do not back date. This is very important when Accounting has closed the year.
Click one of the following void button options:
1. Void Only - If you want to simply void the check. Use this option if you are not going to reissue the check or if the information (amount or vendor) should be changed before the check is reissued. Often due to back dating changes in tenant income or occupancy status. These dates can be back dated to actual month only if Accounting still has the month open to changes. Once Accounting closes the month, do not back date. This is very important when Accounting has closed the year.
2. Void and Reissue - The check will be voided and a voucher will be created to reissue the check to the same vendor for the same amount. This option is viable in the case of a lost or damaged check. Best practice is to always use today’s date for void and reissues when the amount is not being changed.
Close the Section 8 Transaction Entry view and run the edit list for review.

Voucher Edit List

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

Select the same Cycle that was used to void the check.
Click Preview or Print to review the voucher entries.
Review entries. Users will see a negative voucher and, if Void and Reissue was selected, a positive voucher or vouchers will be shown that will equal the total of the voided check
Corrections can be made by going back to the Section 8 Payable Voucher Entry screen.
Vouchers can be edited before they are posted or deleted

Post Vouchers

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

Select a Cycle.
Click START POST
Click YES to review posting register.
Preview or print the report (see Report Preview, Print and Save Options)
If Void and Reissue was selected for the voided check, then a check should be created for the voucher. This can be done after the voucher has been posted, or the check can be printed along with a regular check run.