PR-G  Void Payroll Checks

Purpose of Program

Use this program to void a payroll check after it has already been printed and posted.  If you wish to cancel a check not yet printed, use PR-B  Enter Pay Info and reset all the Hours fields to zero.  After you have canceled a check, a report of the void check transaction is generated.   Note that you cannot void a payroll check if you have purged the payroll history information for that check (using PR-N  Purge Payroll History).

General Program Operation

In this program you will be asked to enter the Employee #.  You can use the F2 key (or click on the Lookup button) to select the employee from a pop-up window.  After entering the employee number, the employee name and division will be displayed, as well as a pop-up window showing all payroll checks for that person.  Choose the one you want to void and press <Enter>.  If you have more than one bank account, the bank account choices are displayed in a pop-up window, with your default checking account from AD-B  Checking Accounts Defaults highlighted.  Press <Enter> to choose that default, or choose another account and your choice is displayed in the Checking Account field.

The Trans Date defaults to today's date.  You can change the date.  You will then be asked if you want to reduce the current quarter-to-date earnings.  If you answer Y the following warning appears.

If you have transferred taxes for this check already, you must use PR-H  Transfer Liabilities to AP to back out previously transferred tax accounts from this check.  Using the printout from this program for the voided check, enter negative amounts to so as to create reversing entries to the Accounts Payable payment file and to the General Ledger.

The program asks if you want the Payroll Void Register report sent to the screen, printer, or to disk.  This report is in the same format as the regular payroll register from PR-C  Print Payroll Register and gives you a valuable hard copy record of the voided check; we recommend sending this report to the printer.

After the report has printed, you are asked if you want to void the check.  If you answer Y, the program reverses every operation that PR-D  Print Payroll Checks performed in posting the check originally.  Voiding a payroll check clears the check record from the payroll file, adds an offsetting deposit to the check register, subtracts the pay amount from the employee pay history, marks the check as voided in the payroll check history, and posts offsetting entries to the General Ledger and Payroll Journal.