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Business Central forum

voiding checks

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Posted on by 390

Hello -- I have a check that was issued in September.   The check was lost in the mail, so we voided the check this month, October.

Since we are done with September, I have gone into the General Ledger setup window and restricted the postings to the month of October.  When I try to void the voucher I get a message that says "you cannot reverse the GL entry because the posting date is not within the allowed posting period".

I don't want to re-open September just to void a transaction...  any suggestions?

Many thanks -- Irene

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  • Suggested answer
    AJAnsari Profile Picture
    5,754 on at

    If you do not want to change the dates in the General Ledger Setup window, you can create an override for one user by going to the User Setup window. Here, you may or may not see any users listed. If you do not see your username listed, click New, select your User in the User ID field, and then define a Starting Date of 09/01/17 (and if desired, an appropriate ending date).

    This will give your user the access you need while avoiding the need to open up the floodgates for everyone. A lot of accounting departments use this to allow certain individuals to perform month closing activities, while restricting everyone else's date ranges for posting from the General Ledger Setup.

    Note that if you need to (in a different scenario), you can also make the user specific dates in the User Setup MORE restrictive than what you have in the General Ledger Setup.

    I hope this helps. If my response has answered your question, please verify by clicking Yes next to "Did this answer your question?"

  • Petronila Profile Picture
    390 on at

    I would prefer to reverse the September transaction in October.. is there a way to do that?

    It seems that the only other option I see is to enter a credit memo and apply it to the invoice...  not sure if this is the only option.  Thanks!

  • Suggested answer
    AJAnsari Profile Picture
    5,754 on at

    Yes, you can do that. Go to your Bank Account card, and in the ribbon > Navigate, click on "Check Ledger Entries".

    This will show the Checks posted against the bank. Select the desired check, and click the "Void Check" action in the ribbon > Navigate.

    Here you will be prompted to enter the Void Date, and you can put in the October date. You will also see an option to "Unapply and Void Check", or just "Void Check". Unless you have manually unapplied the Check from the Invoice in the Vendor Ledger Entries, you should leave it as "Unapply and Void Check".

    This should accomplish what you're looking to do.

    I hope this helps. If my response has answered your question, please verify by clicking Yes next to "Did this answer your question?"

  • Petronila Profile Picture
    390 on at

    Yes, you are right... the check part I was able to void in October and I used the "Unapply and Void Check"

    But, there are two parts to a check --

    the check -- that affects cash and accounts payable

    the invoice/voucher -- that affects expense and accounts payable.

    The voucher is the item that was entered in September and I want to reverse in October.  I have "closed" and issued reports for September, so I don't want to change the numbers.

    I would like to know how other users are handling these situations...

    Thanks

  • Verified answer
    AJAnsari Profile Picture
    5,754 on at

    Let me start with this:  if you want to change the Posting Date of a Posted Purchase Invoice, you will also end up affecting the Posted Purchase Invoice number.

    In all cases, first you must void (unapply and void) the check.

    Traditionally in NAV (the sister product), you would then handle the reversal process of the Invoice by either posting a Credit Memo (applied to Invoice), then re-posting an Invoice.

    The new and easier option is to go to the Posted Purchase Invoice, click on Correct in the ribbon. This posts a credit memo in the background and applies it to the original Posted Purchase Invoice, then gives you an unposted Purchase Invoice to correct (like changing the Posting Date, or something else) and post.

    BUT, here is what will happen: you will need to update the Vendor Invoice No. field (you can append a "-1" or "a" to it) since it requires a unique value for the vendor in question. Also, when you post this invoice, it WILL get the next available Posted Purchase Invoice number.

    So, as a I mentioned at the top: if you want to change the Posting Date of the invoice, you will also end up affecting the Posted Purchase Invoice number.

    I hope this helps. If my response has answered your question, please verify by clicking Yes next to "Did this answer your question?"

  • Petronila Profile Picture
    390 on at

    Thanks!!   let me try the new option...

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