How to Void a Check in QuickBooks^® Online and Desktop?

Need to void a check in QuickBooks? Understanding how to void a check in QuickBooks is crucial for maintaining precise records. Voiding checks may seem burdensome, but addressing them on time can save you from headaches later on.

It ensures you don’t overpay on invoices and avoids accidental double withdrawals from your bank. When using QuickBooks to pay invoices, clients, and associates, mistakes like entering the wrong amount or issuing a check to the wrong person can occur. In such situations, you can void a check in QuickBooks before completing the transaction. The voided check stays in the application’s records, but its amount changes to zero.

Deleting a check jeopardizes recordkeeping integrity and increases the risk of errors. Moreover, deleting checks complicates fraud detection. On the other hand, voiding a check protects your business’s financial integrity, preventing discrepancies.

This article covers how to void a check in QuickBooks Online and Desktop when to do it, and why it’s important.

Why should you keep a Record of Voided Checks in your Accounting System?

Keeping a record of voided checks in your accounting system helps you detect any attempt to use that check number again, protecting against potential fraud. It also allows for accurate recordkeeping and ensures that your financial statements reflect the voided transaction, maintaining the integrity of your bookkeeping records.

Understanding the Concept of Voiding a Check

Voiding a paper check signifies that it is no longer valid for payment, including the physical check and its associated check number.

While marking a check as VOID offers some protection against fraud, fraudsters may still exploit the information on the check to create counterfeit checks or set up electronic payments. Therefore, it’s crucial to handle voided checks with extreme caution by either shredding them or securely filing them.

However, properly voiding and safeguarding paper checks is just the initial step. Maintaining a record of voided checks within your accounting system is essential to detect any attempts to reuse the check number. Remember, voiding a check renders both the physical check and its associated number invalid.

In QuickBooks Online, voided checks are easily traceable, allowing for quick detection if the check is presented for payment again. Rapid identification is vital to protect your account against fraudulent activities.

Why is it Important to Void a Check instead of Deleting it in QuickBooks?

It is important to void a check instead of deleting it in QuickBooks because voiding retains a record of the check in your accounting system, preventing potential errors and fraud. Deleting a check removes all records, which can lead to duplicate check numbers and difficulty in detecting fraudulent activity. Voiding a check allows for accurate record-keeping and helps protect your business’s financial statements.

Steps to Void a Check in QuickBooks Online

Voiding a check in QuickBooks Online maintains the accuracy of your profit and loss statement and Checks Register. QuickBooks Online also ensures that your accounts payable records are accurate.

1: Go to the Check Screen

1. Go to the QuickBooks Online.
2. Select Accounting from the left-hand sidebar.
3. Click on Chart of Accounts.
4. Choose the specific checking account you want to view.
5. Click View Register to access the bank register containing all issued checks.

2: Locate the Check on the Check Register

1. Go to the check register.
2. Scroll down until you locate the desired check for voiding.
3. Utilize filters such as date range, transaction amount, payee name, or check number to narrow down the search and find the specific check you intend to void.

3: Click on Edit

1. Click on the line corresponding to the check you want to modify.
2. Find several options under the check details.
3. Opt Edit to access the editing screen for the check.

4: Void the Check

1. Proceed to the bottom of the screen.
2. Click on More.
3. Choose the Void option from the available options to void the check.

5: Disregard the Warning

1. If voiding a bill payment check, a warning will ask for confirmation.
2. This ensures you replace the voided transaction with a new bill payment check.
3. Press enter to confirm voiding the check.

6: Reissue the Check

1. Reissue the check from the correct account.
2. Ensure all details are accurate to pay the vendor and maintain accurate records in QuickBooks.

Voiding a Check in QuickBooks Online for Special Cases

A. Record Voided Checks

1. Choose + New.
2. Under Vendors, opt for Check.
3. Complete the mandatory fields:

• Bank Account
• Check #
• Payment date
• Account

4. Click on More and then Void.
5. When prompted with “Are you sure you want to void this?“, select Yes.

B. Void a Check that hasn’t been entered yet

1. Click New on the Dashboard.
2. Select Check under Vendors.
3. Fill in the payee name, check date, and check number.
4. Ensure you select the correct bank account.
5. Fill in a category (any will do, but it cannot be left blank).
6. Enter an amount of $0.00.
7. Note in the description box that it is a voided check.
8. Finally, select Save and Close.

Even if you voided the check due to a vendor or customer’s request for electronic payments setup, we suggest still using this process to void the check number in QuickBooks Online.

C. The Original Check was not Documented

To void a check in QuickBooks, it’s essential to ensure that the check was previously entered into your QuickBooks account. If the check wasn’t recorded, you must input the voided check to prevent issuing another check with the same number, which could disrupt your check register.

Here’s how to create a voided check in QuickBooks:

1. Click on the Gear icon.
2. Under Other, select Banking.
3. Choose the bank account where the original check was issued.
4. Enter the check details, label it as a Voided check, and input an amount of $0.00.

By following these steps, the voided transaction will be recorded in your check register as a precaution against reusing the same check number. No further action is necessary since $0.00 is entered as the amount.

D. Void a Check from a Prior Accounting Period

When you need to void a check from a past accounting period, you’ll need to follow a different procedure to maintain accurate records. This adjusted process is necessary if the check was written in a prior year and the books for that year have been closed.

Following this adjusted process ensures that your closed books remain unchanged while maintaining accurate bookkeeping.

1. Create a deposit to offset the check to be voided. 
2. Click the New button on the dashboard, 
3. Then select Bank Deposit under Other.
4. Fill out the Bank Deposit form as usual.
5. Select the correct bank account.
6. Set the date to one within the current accounting year (e.g., 1/1 or 12/31).
7. In the received from the field, enter the vendor’s name to whom the check was written.
8. Use the same account as on the check being voided (create a multi-line deposit if necessary).
9. In the description, write Entry to void check #(check number) from the prior period.
10. Leave the Payment Method and Ref. No. fields blank.
11. Enter the amount of the original check.
12. Enter Save.

Mark both the original check and the new deposit as reconciled. You can do this in your next reconciliation or the check register.

If the voided check paid an outstanding bill, create a new bill dated in the current year (use 1/1 for ease of adjustment).

E. Void a Check Due to Duplicate Entry

Duplicate entries occur when the same check is entered twice, with identical details. Instead of voiding duplicate checks, select them and click Delete to remove them permanently from your records.

However, avoid deleting voided checks with unique check numbers to prevent potential errors and fraud. Maintain records of all paper checks, whether voided for providing account details or other reasons.

F. Void a Reconciled Check

If you void a check that was previously reconciled, you’ll have to undo the reconciliation and then reconcile the account again, ensuring you select the correct transaction. Voided checks will persist on your bank reconciliation screen unless marked as reconciled. This can clutter the screen, potentially leading to errors. To manage this, mark voided checks as reconciled in the register or include these $0 entries during your next reconciliation.

How to Void a Check in QuickBooks Desktop?

The procedure for voiding a check remains consistent across all versions of QuickBooks Desktop, including Pro, Premier, Enterprise, and Accountant. 

A. Void a Bill Payment Check in QuickBooks Desktop

1: Access the Check Register

1. Go to the QuickBooks Desktop homepage
2. Next, click on the Banking menu and choose Check Register.

2: To Void Select the Check

1. Choose the bank account from which the void check was drawn. 
2. The creation of all checks will be shown in a new window. 
3. Click twice on any line, you can choose which check you want to void.

3: Avoid the Check

1. After selecting the check from the list, it will be displayed on the screen.
2. Any outstanding bills owed to the vendor you’re issuing the check to will also be visible.
3. To void the check, click the small drop-down menu situated beneath the Delete button at the top of the check screen.
4. Choose Void from the drop-down menu.
5. Then the amount will change to zero, signaling that the bill has reverted to an open status.
6. Additionally, the memo field will display VOID.
7. To finalize the voiding process, click on the Save & Close.
8. Next, a message will appear, asking if you want QuickBooks to record the changes.

B. How to Void Payroll Check in QuickBooks Desktop?

Voiding a payroll check is more complex, especially if payroll tax returns are filed. It can significantly affect your records. Instead of voiding, reprint the check with a new number. Then, create a new check with the old number and void it for a clear trail.

1: Access Check Register

Follow the previously shown steps to navigate to the check register for voiding a general check.

2: Locate the Payroll Check

1. In the check register, find and click on the payroll check you want to void.
2. Double-click anywhere on the entry line to open the details of the paycheck.
3. Take note of the current check number linked to the check you plan to void.

3: Reprint with a new Check Number

1. Click on the Print menu located at the top of the payroll check window.
2. From the drop-down list, select Check.
3. QuickBooks Desktop will automatically generate a new check number.
4. Verify that this generated number matches the check in your printer.
5. If necessary, modify the number to match, then proceed to print the new check.
6. Upon printing the check with the new number, it will be automatically recorded in the check register.

4: Assign the Old Number to a New Check and Void it

1. Navigate to the bottom-most line in the register.
2. Enter the old check number and input the necessary details.
3. Locate the old check entry within the register.
4. Follow the steps outlined for voiding a check.

C. When to Void a Check in QuickBooks Desktop

Void a check in QuickBooks Desktop for the following reasons:

• Issued to the wrong person
• Lost or stolen check
• Incorrect details such as amount or date
• Incorrect work locations for paychecks
• Duplicate checks

Except for duplicate checks, and void checks, and then issue corrected replacements.

While voiding regular checks can be straightforward, reissuing paychecks can be challenging.

D. Void or Delete a Bill or Bill Payment Check in QuickBooks Desktop

Before you decide to delete or void a bill/bill payment check, consider this:

• Voiding a Bill or Bill Payment check changes the amount to zero but retains a transaction record in QuickBooks.
• Deleting a Bill or Bill Payment check removes the transaction entirely from QuickBooks.
• Deleting a check also reverts any paid bills to unpaid status.
• The Transaction Journal Detail report may display a bill payment without the corresponding bill if it’s deleted.
• In the transaction history of the payment check, there will be no associated bill if it’s deleted.

Void a Bill/Bill Payment Check

1. Access the transaction.
2. Click on Edit, then Void Bill/Void Bill Pmt-Check.

Delete a Bill/Bill Payment Check

1. Open the transaction.
2. Opt for Edit, then click on Delete Bill/Bill Pmt-Check.

Void or Delete Multiple Bills/Bill Payment Checks

1. Go to the Lists menu and choose the Chart of Accounts.
2. Access the register of the relevant Accounts Payable account.
3. Next, locate and select the specific bill or bill payment check in the Accounts Payable register.
4. Click on the Edit menu, then choose Void/Delete Bill/Bill Pmt-Check.
5. Finally, choose Record and then Yes.

Conclusion 

Voiding checks in QuickBooks and managing them thereafter is vital for upholding financial accuracy and minimizing the risk of check fraud. Whether it’s correcting mistakes in issued checks, addressing lost or stolen checks, or managing duplicate payments, voiding provides a systematic approach to ensure the integrity of your financial data. By following the steps mentioned above for QuickBooks Online and Desktop, you can navigate through the software to void checks, update records, and maintain financial transparency.

It’s important to note that voiding a check alters your financial records. Always confirm to verify the details of the voided check before reconciling in QuickBooks. If you encounter any further difficulties, reach out to our QuickBooks Proadvisors at our toll-free number: +1-888-245-6075.

Frequently Asked Questions