If you have to void a printed check, you need to record the void in Breeze.
Voiding a check in Breeze leaves a complete audit trail. The original payment transaction remains in the system, and a new transaction is added -- the "voider" (a negative payment). Both transactions can be seen on the Vendor Ledger and on the Review Payments screen.
The original payable goes back to the Unpaid status, and you can write another check for it; or you can choose to reverse the payable when you void the check.
To void a check
Go to Accounting > Accounts Payable > Review Payments. Locate the payment that you want to void.
Click Void.
A popup appears.
Complete the screen.
The Void Date defaults to the current day, the Post Month to the current operating month. The Void Notes go into the activity feed.
There is an option to Reverse Invoices; if selected, Breeze reverses the original payable as well as voiding the payment.
Note: You should tick Reverse Invoices if you do not intend to reprint the check; for example, maybe you are stale dating this one. You should not tick Reverse Invoices if you intend to reprint it. That will allow you to cut a new check without having to re-enter the payable.
Click OK. Breeze voids the payment, and the top of the screen displays a "voided by" message.
The message is a link to the voider, shown below.
The voider is a negative payment. At the top of the screen, the "voider of" message is a link back to the original payment.
The Payable
If you selected Reverse Invoices when you voided the payment, Breeze reverses the original payable. If not, the payable goes back to the Unpaid status, and you can write another check for it.
If you have paid it with a credit card, or with another type of payment outside of Breeze, you can mark it as Paid by recording a manual payment.
Note: If you did not select Reverse Invoices when you voided the payment, and need to remove the payable from the system later, you can create a new payable that is identical to the original but for a negative amount, and then process it along with the original using the Make Payments screen. Breeze creates a zero dollar payment.
Vendor Ledger
After voiding a check, you can see the results on the vendor ledger.
There are now multiple lines for the payable:
One for the voider.
One for the reversal of the discount.
One for the payable (now unpaid).
One for the payment that was voided.
One for the original discount.
Payable Screen
By default, the payable only shows the unpaid lines.
However, if you select the Show History option, you can see the payment history -- the voided payment and the voider.
Review Payments
By default, the Review Payments screen does not show voided payments, but you can go to the Filter and select the Show Voided Payments option.
Voiding a Check vs. Deleting a Check
When you void a payment record:
The initial payment transaction remains in the system.
Another transaction is created (the voider).
Both transactions can be viewed, so there is an audit trail.
The payable goes back to the Unpaid status, and you can write another check for it; or you can choose to reverse the payable when you void the check.
When you delete a payment record:
It's removed from the system.
You can use the Activity Feed report to see who deleted it and when, but the payment record no longer exists.
The payable returns to the Unpaid status so it can be paid again.
Note: You can update the date on a voided transaction via Admin > Toolbox > Update Transaction Date.