Voiding Payroll Checks

Paycheck Voiding actually allows for voiding of either printed payroll checks or posted timesheets for which checks have not yet been written. Both are automated procedures. For check voiding, simply enter the Employee ID and Check number and the accounting system does the rest. All paycheck and Timesheet information is retrieved and displayed on the screen for confirmation. Voided checks are added to the selected batch for posting. For timesheet voiding, simply enter the tag the desired posted timesheet and the system will un-post the timesheet. If the user desires, the timesheet can be placed in a temporary batch for editing and re-posting. When the Voids tab is initially selected, the following list box will be displayed, showing all the pending paycheck and timesheet voids:

The radio buttons are for sorting the information by Emp. Number, Emp. Name, or Check Number. The name and number of the Employee, the Check no. and the check type are listed in the following columns. If the type of the highlighted item is a Timesheet, the entry will be grayed out.

Insert (button)

Press the Insert button and the following screen comes into view. Choose the desired Entry Type.

Change (button)

Highlight the desired record and press the Change button. Normal and voided handchecks may be changed through highlighting the desired check and pressing the Change button. The Changing a Voided check will come into view.

Delete (button)

Press the Delete button and the following screen comes into view. Press the Yes button and the highlighted record will be deleted and the previous screen comes into view. If the No button is pressed, the program returns to the previous screen.

Insert or Change a Voided Check

Press the Void a Posted Check button or select an existing Voided Check and press the Change button and the following screen comes into view.

The Employee ID, Deductions, and Check number fields are the same as in Inserting or Changing a Handcheck.

Check Information

The following fields are for information only and will be filled in when the Check Number is entered.

Check Date

This is the Date of the Check.

Period End

The date of the end of the Period will be listed.

# of Postings

This is the number of the Postings for this employee.

Reg Hours

This is the number of regular or straight time hours associated with the amount for this cost distribution line.

Ovt Hours

This is the number of overtime hours associated with the amount for this cost distribution line

Premium Hours

This is the number of premium hours associated with the amount for this cost distribution line.

Total hours

The total number of hours associated with the amount for this cost distribution line are shown here.

Net Pay

The total Net Pay for this cost distribution line is shown here.

Taxable

The total amount of tax withheld is shown here.

Non-taxable

The amount of untaxable income is listed here.

Deductions

Federal Tax, State Tax, Local Tax

Enter the amounts of the federal, state, and local withholding taxes of the paycheck.

Social Security , Medicare, State Disability

Enter the amount of the Social Security, Medicare, and State Disability deductions for the paycheck.

Deductions and Amount

The deductions and amount of each are displayed in this table. The actual names of each deduction are specified through Payroll Setup. This is for information only and is not changeable from this screen.

Void Options

The choices in this area will determine what action will be taken when these check voids are posted. Select one of the following options.

Void Both Check and Timesheet

This option will void both the paycheck and the timesheet.

Void Check Only

This option will just void the check. The timesheets will remain in their posted and unpaid state. After voiding the checks, the user can go to Payroll > Payments > Paychecks and the posted timesheet will be there waiting for a paycheck to be printed.

Void Both Check and Timesheets and Place Unposted Timesheets in Original Batches

Select this option to void both the check and the timesheet and create an uposted Timesheet in the Original Batch from which the Timesheet was posted.

Void Both Check and Timesheets and Place Unposted Timesheets in Batch:

This option is identical to the previous option, except that the user can select the batch in which the replacement timesheets will be created.

Reason for Void

Optionally supply a reason for the check void.

Void an Entire Paycheck Run

Press the Void an Entire Paycheck Run and the following screen will come into view.

The window will display recent paycheck rund. Highlight the check run that is to be voided. When the Select button is pressed, the system will create individual void entries for each paycheck included in the highlighted check run.

Void Options

The choices in this area will determine what action will be taken when these check voids are posted. Select one of the following options.

Void Both Checks and Timesheets

This option will void both the paycheck and the timesheet.

Void Checks Only

This option will just void the check. The timesheets will remain in their posted and unpaid state. After voiding the checks, the user can go to Payroll > Payments > Paychecks and the posted timesheets will be there waiting for paychecks to be printed.

Void Both Checks and Timesheets and Place Unposted Timesheets in Original Batches

Select this option to void both the check and the timesheet and create an uposted Timesheet in the Original Batch from which the Timesheet was posted.

Void Both Checks and Timesheets and Place Unposted Timesheets in Batch:

This option is identical to the previous option, except that the user can select the batch in which the replacement timesheets will be created.

Reason for Void

Optionally supply a reason for the check void.

Insert or Change a Voided Timesheet

Press the Void Unpaid Posted Timesheets button or select an existing Voided Timesheet and press the Change button and the following screen will come into view.

Click at the top of any column to sort the list by the contents of that column.

Tag (button)

Press this button to select the highlighted vendor. If the vendor is already selected, pressing this button will deselect the vendor.

Tag All (button)

Press this button to select all vendors in the browse window.

Untag All (button)

Press this button to untag (deselect) all vendors in the browse window.

For Each Timesheet Voided

The choices in this area will determine what action will be taken when the Proceed button is pressed. Select one of the following options.

Don't Create an Unposted Timesheet

Select this option to just void the timesheet and not create an unposted replacement timesheet in a batch.

Create a Timesheet in the Original Batch

Select this option to create an uposted Timesheet in the Original Batch from which the Timesheet was posted.

Create a Timesheet in Batch

Select this option to create an unposted Timesheet in the desired Batch. Enter the Batch Number in the field or press the lookup button and select the Batch Number from the list of Batches.

Reason for Void

Optionally supply a reason for the timesheet void

Proceed (button)

Press the Proceed button to perform the action specified in the For Each Timesheet Voided section.