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
| FIELDS | Opt. | 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 | ||||
NOTE: When the Bank ID and Check number are entered and the Vendor does not show the correct Vendor ID and the dollar amount is zero, see Note below about void Reissued check.
- 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
- Re-issued to a different vendor -- Use the Add V/W vouchers - Individual process and select the Vendor Identification for the new vendor that needs to be paid the amount. Enter the same amount in the Withheld/Non-Paid Amount field.
- If a void was done in error or on the wrong check, please see solution https://rdasystems.freshdesk.com/support/solutions/articles/16000118281-undo-vendor-withholding-vouchers
NOTE about a void for a Reissued Check: If the check to be voided was a reissued check, the following steps will need to be done:
Go to Bank Reconciliation - Bank Accounts - Select Bank Account and click on Checks. Range on Check number and select.
The Reference ID field will have the Reissue check information. Delete that information and type in the Vendor ID and save.
Go to Payroll Vendor Withholding - Maintenance - Undo Vendor Withholding Vouchers - Update Bank Reconciliation and range on Check Number. Run and set flags/Update.
Go to the Finalize tab and run Update Bank Reconciliation and set flagsUpdate.
Run void check process.