Cancel an Unpaid Expense

Cancellation Vouchers are used to cancel a POSTED voucher that has not had a check cut.  This may be because the transaction is cancelled and will never be paid, or when the transaction needs corrected in some way.  

Follow the steps below to create a cancellation voucher. After you post a cancellation voucher, the expense will be reversed in the client's account.  To issue a new expense, re-enter and post the transaction in Expense Entry.

NAVIGATION:  ACTIVITIES menu > Payable Vouchers > Voucher Entry

  1. In the SPECIAL VOUCHERS section (top right), use the dropdown to select CANCELLATION VOUCHER.
  2. Click the SELECT button.
  3. The Cancellation Voucher dialog box will open.
  4. Select the VENDOR number or name.
  5. Select the PAY GROUP.
  6. Click the BUILD GRID button to populate the grid with the posted vouchers for the vendor/paygroup selected.
  7. Place a check mark in the box next to the voucher you want to cancel. You may select multiple vouchers to cancel.
  8. Enter the Transaction Date (located at the bottom of the grid).  
    1. This is the date you want the voucher to be cancelled in the Client's account.
  9. Click the CREATE CANCEL VOUCHERS button.  
    1. This will create a negative voucher that, when posted, will cancel the original entry.  
    2. Do not alter the created voucher, it needs to post as is.
  10. Proceed to review the cancellation voucher.

Voucher Edit List

NAVIGATION:  ACTIVITIES menu > Payable Vouchers > Voucher Edit List

  1. Select the Pay Group
  2. Check the NOTIFY box and then click the RUN REPORT button.  When the edit list is completed, a prompt will appear to open the report.  
  3. Review the edit list to ensure that the entries are correct.
    1. If you need to edit the entries, go to Voucher Entry and select the voucher using the Voucher Number browse and make your corrections.  
    2. Remember, cancellation vouchers that have been created during this process should not be altered.

Post Vouchers

NAVIGATION:  ACTIVITIES menu > Payable Vouchers > Post Vouchers

  1. You may enter a Pay Group to post each group separately or leave it blank to post all vouchers that have been entered.
  2. To post a specific voucher from among many, enter the Voucher Number.  If posting all vouchers, leave this field blank.
  3. Click the RUN REPORT button to begin the posting process.
  4. If you receive an error report - correct the identified voucher(s) and Post again.
  5. Preview, print, or save the report (see Report Preview, Print and Save Options)

 If your site is setup at an STARTER level (you do not see the Check Processing menu), to reverse a posted expense follow these directions: Expenses - Reverse a Posted Expense

11/2023

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