Questions About Voided Checks...

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OK - so when we void a check in GP all the invoices that were paid by that check become open again and can be repaid with a new check. I've got that part. Can someone list all the places in GP where we will then see evidence of that chain of events? For instance, if someone says, "Hey, tell me all about voided check #123 (what did it originally pay, why was it voided, when was it voided, what was the new check that took its place)" what would be our reply? Thanks in advance for your assistance!

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Frank_Heslin 895 on at

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RE: Questions About Voided Checks...

jlwn

This won't confirm (or deny) the urban legend, but I think you'll find it intersting!

blogs.msdn.microsoft.com/.../gp-logos-through-the-years

Enjoy!
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RE: Questions About Voided Checks...

Frank - thanks so much for your help on this one too! I am absolutely going to check out the eOne Extender product - sounds like that might be another approach for getting the robust audit trail I am seeking. Regarding GP/"Great Plains" --- maybe you (and/or SOMA and/or anyone) can confirm this ancient rumor: the original GP developer was sitting in his home office and looked out the window across a wheat field and the "great plains" outside. The urban legend says this is where not only the name came from but it's even where the "three shafts of wheat" came from on the original Great Plains logo. I even heard that the "three shafts of wheat" were the inspiration for the "three sails" in all the current branding. Urban Legends or Facts?
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RE: Questions About Voided Checks...

SOMA - thank you! I think we may need to look into the "attaching the email" method - I fear that "comments" alone won't give an auditor the depth they need to fully understand what happened (that's just the vibe I am getting from speaking with my clients). Thanks so much for the back-and-forth on everything else! It was very informative!
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Frank Hamelly | MVP... 46,527 Super User 2025 Season 1 on at

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RE: Questions About Voided Checks...

LOL JLWN, right you are! It took me a long time to quit calling GP Great Plains. I don't think there are any enhancements in the offing to help document void checks. However, one thing you might consider is getting eOne Extender and adding a screen or two that would require users to enter data specific to the void, as they're voiding the transaction. Then you could inquire or report on your voids quite easily and have a complete audit trail.
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soma 24,410 on at

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RE: Questions About Voided Checks...

JLWN,

1. There are many reasons may cause of voiding the checks. I have discussed with my finance team and provided some reasons as below.

i) Check has been issued with incorrect amount.

ii) Checks may be issued with incorrect check date.

iii) Checks may not be cleared with bank due to some problem with bank or vendor side.

iV) It is possible to vendors lost or damaged their checks.

Note: I have provided few reasons only. Based on the business scenario there are more reasons may cause of voiding a checks.

2. If most of the users create a new check for re-paid a vendor, they are entering the reasons for this re-paid check in the comments field of the check entry widow(You can see the comment field in my second screenshot of above attachment). So, this comment field will helps the finance team members to providing the reasons to auditors easily.

3. The voiding concept is same for both GP 2010 and GP 2013.

Please let me know if you need any other helps regarding the same.

Hope this helps!!!
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RE: Questions About Voided Checks...

Frank said: JLWN, that asterisk has been a feature on voided transactions in GP since Jesus was a little boy :)

My reply: yeah, but wasn't it still called "Great Plains" way back then? ;-)
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RE: Questions About Voided Checks...

...oh, and SOMA - you *will* (eventually) get a "yes" from me. Sorry I have so many follow-ups! :-)
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RE: Questions About Voided Checks...

Thanks so much for your help, everyone! Three quick follow-ups that stem from my original question and then I think we are done: 1) Are there any suggestions other than attaching an explanatory email to add additional audit-worthy supporting documentation to explain (to an auditor) why the check was voided including the invoices that were paid by the original now-voided check? 2) If I look at the new check that covered what was voided is there any indication (other than by attaching supporting docs) that the new check #321 is a re-cut of Voided Check #123?; and finally... 3) Are there any improvements in how voided checks are handled when comparing GP 2010 to GP 2013?
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soma 24,410 on at

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RE: Questions About Voided Checks...

JLWN, this is also same for GP 2010 and some other GP versions(I have experience with the versions GP9, GP10, GP2010 and GP2013 and all are having this feature). Have you tried to check this on your GP2010 machine?

Your reply is much appreciated.

Note: If my suggestion solved your problem, please mark this as a verified. Because this will helps to some others who having the same problem.

Hope this helps!!!
Frank Hamelly | MVP... 46,527 Super User 2025 Season 1 on at

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RE: Questions About Voided Checks...

JLWN, that asterisk has been a feature on voided transactions in GP since Jesus was a little boy :)