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I'm asking a question for our accounting department. I've asked simply to find out - how to void an AP check?
Below is what I researched and provide them, but rejected it. Saying it is only for voiding transactions and not checks. So are there more steps or something different than these instructions for voiding a check?
Here’s a refresher on how to void transactions.
If an invoice has been paid, or a payment applied to it, you will need to void the payment before you can void the invoice. To void a payment in Dynamics GP, go to Purchasing > Transactions > Void Historical Transactions. In the Void Historical Payables Transactions window, enter or select the vendor for the payment you want to void. Then mark the check box in the void column next to the transaction you wish to void. Then click the Void button.
If you also need to void an invoice, follow the process below.
To void an invoice in Dynamics GP, go to Purchasing > Transactions > Void Open Transactions. You can only void an invoice if it is in open status. This means it has been posted, but not yet paid or had any payments/credits applied to it. In the Void Open Payables Transactions window, enter or select the vendor for the invoice you want to void. Then mark the check box in the void column next to the invoice you wish to void. Then click the Void button.
is it posted?
Good question, that maybe I should have asked. Let's assume it is.
the proper way is to do a reversing entry as it has been posted to the GL
so now it is on the account, and has hit the specified GL accounts.
If it is not posted then you can void the open payables invoice transaction. If it is posted then you have to void the historical payment(i.e. check) which will then bring the historical invoice back to the open status. Once it is open you can void it. The instructions you supplied are correct. That is how it is done. There is no way to void an historical invoice and this is due to the fact that in order to get it into history payments had to be applied to it. So you cannot have orphaned payments sitting in history.
I presume the check is in the open status. If it is in history, you can simply go to VOID HISTORICAL TRANSACTIONS.
If the check is not fully applied it will be in OPEN status so wat you have to do is capture a dummy invoice of the equivalent Unapplied amount and apply it to the payment in question to fully apply it. This moves the payment to history.
Once this has been done, go to VOID HISTORICAL TRANSACTIONS and the VOID it from there. You then void the dummy invoice.
That's my 2 cents
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