What This Process Does

  • Places the amounts from the voided Vendor Withholding check voucher back in the Deduction Description Accounts.
  • Balance sheet accounts are affected (credits cash and debits deductions/benefits payable).
  • Updates check number in the Bank Reconciliation module, by setting the Voided flag on the original transaction, zeroing out the Check Amount and populating the Voided Amount field.

Best Practices

  • Normally the fiscal period on the range screen is the current period.
  • Pre Year and Post year months are not applicable with Vendor Withholding vouchers because they only affect balance sheet accounts.

Requirements

  • To void a voucher it must have been distributed and the payroll bank reconciliation must be updated.
  • The check being voided cannot have been reconciled (cleared) in the Finance Bank Rec module.
  • The Vendor ID in the Check File in Bank Rec must be the same as the Vendor Identification in the vendor withholding voucher being voided.

Void Vendor Withholding Check

  • HR → Payroll → Maintenance → Void Vendor Withholding → Void V/W Checks 

OR...

  • HR → Payroll Vendor Withholding → Maintenance → Void Vendor Withholding → Void V/W Checks


FIELDSOpt.Rec.Req.Description
Bank ID——♦Load Bank ID on the original voucher to be voided
Check Number——♦Load the check number that should be voided
Check Date——♦Check date will populate when check number is loaded
Amount——♦Amount of check will populate when check number is loaded
Vendor ID——♦Vendor ID will populate when check number is loaded
Fiscal Year——♦Load the current Fiscal Year (Year will default from the default fiscal year set up in Financial Management)
Fiscal Month——♦Once the Check number is populated the fiscal month will change to the current month set in Financial Management
Override Current Month——♦Required to select boolean if current fiscal month in Financial Management is not set to the current month and need to enter a different month
Opt. = Optional  Rec. = Recommended  Req. = Required


  • Click on Save and view audit report to verify voucher; If correct, cancel and set flags and if incorrect cancel and then cancel again to abort.
  • Run Vendor Withholding Distribution (VW Distribution) NOTE: On the VW Distribution range screen, you must turn on the option to Select When Bank Rec Updated True, since the void process automatically updates Bank 

  • Then run Post Activity
  • The amounts from the voided Vendor Withholding voucher will be placed back in the Deduction Description Accounts
  • Check the deduction account balance to be sure the voided amount is now showing in the account balance.



Now these funds are ready to be re-distributed/refunded:

  • Directly to the employee -- see Refund Deductions
  • Re-issued to the same vendor -- follow your normal procedure for issuing a vendor withholding check starting with ADD VW Vouchers and ending with Post Activity.  See Add Vendor Withholding Vouchers