There are several reasons why a company’s accounts payable department has checks and balances in place. One of the most important ones is to avoid mistakes. Another reason is to avoid sending out duplicate payments or losing checks. This department has one main responsibility. It must ensure that the correct payments are sent out in a timely manner. During this process, all payments are tracked and reconciled to ensure that no checks are lost and no fraud is committed.
Companies of all sizes have adopted QuickBooks Check Printing Software for good reason. With this program, a small business can effectively automate its accounts payable responsibilities. Large companies benefit from accounting software because they have numerous payments to process. QuickBooks provides a convenient way to track checks. While the software is excellent for automating and reconciling payments, the process still requires a human element. This means that even though it has been streamlined, errors can still occur. One relatively common error is writing an incorrect check. At some point, you may have had to determine if you can void a check that was entered into QuickBooks. The good news is that you can do so by following a few easy steps.
Can You Void a Check in QuickBooks?
Yes, you can void a check in QuickBooks. Additionally, there are several types of checks that you can void in QuickBooks. They include:
-Standard checks
-Paper checks within the software
-Payroll checks
Regardless of the type of check or reason, if an error occurs, it is essential to void it rather than delete it. A record has to be kept. This way, when the books are reconciled, there will be no confusion or a search party sent out for what some may believe is a missing check.
How to Void a Check in QuickBooks
To void a check in QuickBooks, the person responsible for the task will need to access the software and log in to the account. The user must head to the Banking option. Then, navigate to Use Register. From there, the user needs to find the appropriate account. Once the user is in the account, they must find the correct check number and entry. Select it and pick the Void option. The software will display a prompt asking if the user wants to void the check for the current period.
The benefit of using accounting software is that when a modification is made, it updates all related records. If the user opts to void the check in the current period, the journal will reflect the date the check was voided. Otherwise, the journal will use the date when the check was originally written. Once the check is voided, the amount is changed to zero. The last step is to select Record. This action finalizes the void.
When a user needs to void a paper check, the first step is to navigate to Banking in the software. Then, go to Write Checks. Next, locate the account that contains the check-in question under the ‘Expenses’ section. The user must then:
-Enter the check number in the field of the same name.
-Enter the date of the check in the Date field.
-Enter zero as the amount in the $ field.
-Enter the name of the person to whom the check was payable in the Pay to the Order of field.
Once these fields are filled in, click Edit followed by Void Check. A prompt will ask the user if they want to void the check in the current period. If yes, the date the void is made will be used. If the user selects no, the date the check was originally written will be used. Be sure to select Record so that the transaction is finalized.
To void a payroll check, the user will navigate to the Payroll Center icon if a third-party is used to process payroll. If payroll is handled in-house, the user will navigate to the Employees section. If a third-party payroll processor is used, the next steps are as follows:
-Navigate to Related Payroll Activities.
-From the Show Paychecks From and Through option, enter the date range to find the correct pay period.
-Find the correct check and select Void.
The following prompts will depend on the third-party company used. To finalize the process, remember to click ‘Done’ so that the paycheck in question’s memo field shows ‘void’.
When payroll is handled in-house, the only difference is that the user navigates to ‘Void Paychecks’ instead of ‘Related Payroll Activities’. Thereafter, simply follow the prompts. To record the modification, you must click Done before closing the window.
Voiding a Check in QuickBooks
Since the software is set up to handle a void check request, the user does not have to do any guesswork. As long as they have the correct information about the check-in question, the process simply requires the user to select the right options.
Void a Check Written from QuickBooks Online
Voiding a check written from QuickBooks Online is also possible. Voiding a check means that the original transaction cannot be deleted. You can only modify the record because it will remain in the books. To void a check without opening the transaction, a user can navigate to the Expense Transactions list.
Another option is to navigate to Accounting and select Chart of Accounts. Locate the bank and select ‘View Register’. When you find the correct check, highlight it, and select Edit. Then, click on More and select Void. Remember to confirm the action so that it is recorded.
Users can also void a check from a batch that was already reconciled. First, the reconciliation needs to be undone. Then, it must be reconciled again so that everything remains in good standing.
Depending on your company, you may need to void a check once a week or barely once a year. Regardless of the reason, it should be done as soon as possible to ensure the accuracy of the books. The only downside is that the process is time-consuming. Those in an industry that issues numerous checks may consider outsourcing this task to specialists in online check writing and mailing. This is a cost-effective benefit because everything takes place behind the curtain. What you and your clients see is the final product. If a batch of rebate program or marketing research checks has to be voided because they were not used, those who specialize in this area take care of it for you.
Online check writing specialists can complete tasks such as cashed check reporting, real-time USPS tracking, and managing multiple bank accounts.
The accounts payable department of any company is always busy. Ultimately, this department determines the profitability of a business because it sees the payments that are leaving. For more information about outsourcing this service and voiding a check in QuickBooks, visit Checkissuing.com. You can also contact us to request more information about our check services.
Last updated: September 2025