Check applied to invoice has been lost in transit, how can I void it

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Posted on by Community Member Microsoft Employee

We have a situation where we paid an invoice by check and that check was applied to the Vendor, now we have heard the check was lost somewhere in transit and we need to void the original check and raise a new one. If I try to void the check the message shows that it is not outstanding.
Please can anyone let me know the best way to achieve this in SL7.

Thank you

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Community Member Microsoft Employee on at

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RE: Check applied to invoice has been lost in transit, how can I void it

Hi

Thank you for all the help and advice.
We managed to resolve the issue so I thought I would report back.
In the end we created a Credit Memo debiting the bank account which balanced both Vendor and Bank Account, then we were able to raise a new check and apply that to the Vendor.

Thanks again
Ian
CFROTON 4,710 on at

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RE: Check applied to invoice has been lost in transit, how can I void it

Make sure you have no Void Check Batches that have not been released, if you do have them.... delete them or process them, this check may be in a void check batch that is out there on hold or set to release later.

F3 on the batch number field and click on the title status to sort by status... this will put your batches in Alphabetical order by status.... the following batch status' are not released: B, H, S

Look at each batch and find the one that has your check in it.

If you cannot find it, then there is a record in the DB acting like this check is in a non existent batch and that will have to be deleted out.

Select batnbr, * from aptran where refnbr='nnnnnn' and drcr='V'

***where nnnnnn is the check refnbr with leading zeros

this will give you the batch number, go back and see if you can pull up this batch

If you can, then process the batch through to void it

If you can't or the batch is already posted, then you have to delete this orphaned record.

do not update or delete records without a good backup to restore in case something unexpected happens.

Delete from aptran where refnbr='nnnnnn' and drcr='V' and batnbr='bbbbbb'

***where nnnnnn is the check refnbr with leading zeros and bbbbbb is the batch number you found in the results of the first query.
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Community Member Microsoft Employee on at

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RE: Check applied to invoice has been lost in transit, how can I void it

Sorry back. I should have noticed the alignment as well. So, this tells me that you must either use bank recon or cash manager as the check status is O (for outstanding). This should make the check available for voiding but since it is not it suggests that the check has already been selected for voiding in another void check batch that has not been released or that it has been marked as reconciled in a bank recon or cash manager batch that has not been released. Check for such a batch.
Community Member Microsoft Employee on at

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RE: Check applied to invoice has been lost in transit, how can I void it

Hi Rick

Sorry the formatting went out of line when I posted the reply, the OrigDocAmt is 23098.

Refnbr OrigDocAmt ClearAmt ClearDate DocType Status

044450 23098 0 1900-01-01 00:00:00 HC O

Thank you
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Community Member Microsoft Employee on at

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RE: Check applied to invoice has been lost in transit, how can I void it

Thanks for running that query. The problem is that, at least in SL, the check was for $0.00 (origdocamt) and you cannot void a $0.00 check. The main reason for having a $0.00 check is when there is a debit adjustment that matches the voucher amount such that you owe nothing to the vendor. The other possible cause is that the check was hand written and on the voucher and adjustment screen you used the check tab and you did not enter a check amount on that tab. If that is the case, the voucher would still have a balance on it. If this is the case, there is no need to void that hand check for $0.00 and you can use the payment selection screen to select that voucher and cut a new check.
Community Member Microsoft Employee on at

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RE: Check applied to invoice has been lost in transit, how can I void it

Hi Rick

Thank you for your reply.

Here are the results of the query:

Refnbr OrigDocAmt ClearAmt ClearDate DocType Status

044450 23098 0 1900-01-01 00:00:00 HC O

We use Cash Manager.

I guess that status is O as it hasn't been reconciled.

The problem we are having is the physical check has been lost somewhere in transit, so they want to void this check and issue a new one, but we cannot void the current check as the we get the message that it is not outstanding.

Kind regards

Ian
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Community Member Microsoft Employee on at

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RE: Check applied to invoice has been lost in transit, how can I void it

The most probable reason you are getting this message is that either SL has a different refnbr for that check or the doctype is not a CK, MC or HC or the check has already been voided or the check has been marked as reconciled or the check exists in either a bank recon batch or cash manager batch that has not been released or the check number is more than 6 digits. In order to determine what to do we need to first determine the cause. If you have access to SQL Server Management, run the following query:

select refnbr, origdocamt, clearamt, cleardate, doctype, status from apdoc where refnbr = 'nnnnnn'

nnnnnn would be your check number.

You can ignore any result line where the doctype is VO or AD

Report back the results of that query.

Also, please let us know if you use bank recon or cash manager