Voiding a Check/Cheque

In this article:

• Voiding a Check 
• Example Cases for Voiding

In Actionstep, you can enter transactions to be printed as checks. These are grouped into batches and printed when you're ready. Sometimes, however, you may need to void a check—for example, if the transaction was a mistake, the check printed incorrectly, or the check was never cashed.

In Actionstep, printed checks are created by first creating a transaction. If you need to edit or delete a transaction later, you must first void the related check, as checks and transactions are handled separately. You can then alter the transaction.

Voiding a Check 

To void a check:

1. In Actionstep, go to Accounting > Checks. The Checks page appears.
2. Click View All Checks on the left side of the page. The Check List page appears, showing all the printed checks that your bank has issued in a series, including unissued checks.
3. Locate and select the checkbox next to the check you want to void and click Void Check. The Voiding a Check page appears.
4. Enter a Reason to Void.
5. Click the Options drop-down list and choose whether you want to Void WITHOUT a replacement or Void and replace with a new check. See "Example Cases for Voiding" below for more information.
6. Click Save to save your changes and process the transaction.
7. If needed, address the corresponding transaction. (See "Example Cases for Voiding" below for ideas on how to do this.)

Example Cases for Voiding

Example 1: Check is Damaged or Lost 

Let's say you print a batch of checks but one gets caught in your printer or is misplaced by the recipient, you will need to re-issue a new check. 

In this instance, find the check, void it, and after entering a reason for voiding the check, choose to Void and replace with a new check. 

This will void the first check and create a duplicate check with the next available check number in your batch. The next time you process a batch, that check will be included. You do not need to alter the original transaction as there is no problem with the information that was entered. 

Example 2: Check Has an Error

If you have printed a check only to realize that the client's name was spelled incorrectly, the check was dated incorrectly, or some other detail of the check is wrong, you will need to Void WITHOUT a replacement. (Reissuing the same check would perpetuate the error.) 

Next, you will need to find and open the transaction the check was created from. It's recommend you delete the transaction by using the Delete button in the bottom right of the window and then enter the transaction into Actionstep again, making sure that the details are correct. 

Example 3: A Check is Never Cashed by the Recipient

If you have a stale check (or a check that was issued but never deposited by the recipient), you should void the check as normal, but choose to Void WITHOUT a replacement. 

Then, find the transaction that created the check and  reverse it. The easiest way to reverse a transaction is to create a firm deposit. 

To do this, click the global Create button and choose Firm deposit from the Accounting section. (The option may also be called a Firm receipt). Create a firm deposit for the amount of the check and issue it to the same contact that the check was made out to. In the memo of the firm deposit, state that it is to reverse a check that was never cashed and include as many details as possible about the original withdrawal transaction for accurate records.