Accounts Payable > Payments to AP Invoices > Computer Check Payment

The Void AP Payment function allows you to record the checks and other payments that you want to void as a result of business events. Examples of these instances are lost checks and stale checks.

When voiding a payment, AccountMate will restore the cash, accounts payable, payment discount and adjustment general ledger account balances to their balances prior to the issuance of the payment.

To void AP payments, perform the following procedures:

1.Access the Void AP Payments function under the Checks group from the Maintenance menu. Alternatively, you may click the Lookup button to locate the bank code; then, click the bank code to select.

2.Accept or amend the date in the Void Date field. The default date is the system date. This is the date when the system will mark the check as voided. You must enter a void date that is not earlier than the check date; otherwise, the system will not allow you to continue with the voiding.

3.Accept the mark status of the Keep Authorized Amounts checkbox, if you want the system to keep the authorized payment (s) after voiding the payment; otherwise, unmark the checkbox. If you mark this checkbox, you do not have to access the Authorize Payment function again to authorize payment to the invoice (s).

4.In the Selection Criteria area, perform the following:

4.1. Select in the Check # field the either All, Range or List. If you select Range, enter in the From/To fields the check number range that you want to void from the system. Alternatively, you may click the List box buttons to display a list of check numbers from the selected bank that can be voided; click the check number to select. If you select List, enter in the adjacent field the individual check numbers that you want to void in AccountMate.

4.2. In the Check Date field, select either All or Range option. If you select Range, enter in the From/To fields the date range of the checks that you want to void from the system. Alternatively, you may click the Calendar lookup buttons to display to display the calendar; click the date to select.

4.3. Click the Ok button proceed.

5.The checks that meet the conditions you defined in the Selection Criteria area will be displayed in the grid which shows the details of the checks. Review these details, as necessary. You may click the Show () button in the grid to show or hide the transaction's details for which the payment is for.

6.To select the payment transaction that you want to void, mark the checkbox adjacent to the Show () button. To deselect the check, simply unmark the checkbox.

Note: The Void button in the Transaction toolbar is enabled only if at least one checkbox in the grid is marked.

7.When you are ready to proceed, click the Void button from the Transactions toolbar.

Notes:

•The Void Date dialog box will be displayed if the Void Date entered is different from the check's date. Click the Yes button to continue; otherwise, click No to make any necessary changes.

•A pop-up window will display asking for your confirmation to void the selected checks. Click Yes to confirm; otherwise, click No.

•When you void a check, all invoices paid by the check will become outstanding.

Q. Under what circumstances should I use the "Keep Authorized Amounts" checkbox when voiding an AP check? Does using the check box make the invoice amount zero?

A. Select this option when your intention is to pay the invoice during the next printing of AP checks; or, if you will be paying the invoice with a handwritten check. Marking the checkbox retains the authorized amount on the invoice; unmarking it removes the payment amount applied to the invoice. In both cases, the invoice balance is unaffected.

Void AP Payment

Void AP Payment

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