There are several reasons why a company’s accounts payable department has checks and balances in place. One of the most important reasons is to avoid mistakes. Another reason is to avoid sending duplicate payments or losing checks. This department has one main responsibility: ensuring that the correct payments are sent out in a timely manner. During this process, payments are tracked and reconciled to help ensure that no checks are lost and no fraud is committed.
Companies of all sizes use QuickBooks and QuickBooks Online to help manage accounting and payment workflows. With this software, a small business can help automate its accounts payable responsibilities. Large companies also benefit from accounting software because they often have numerous payments to process. QuickBooks provides a convenient way to track checks. While the software can help automate and reconcile payments, the process still requires a human element. This means that even though the process is streamlined, errors can still occur. One relatively common error is writing an incorrect check. At some point, you may need to determine whether you can void a check that was entered into QuickBooks. The good news is that you can do so by following a few steps.
Can You Void a Check in QuickBooks?
Yes, you can void a check in QuickBooks. There are several types of checks that may be voided in QuickBooks, including:
- Standard checks
- Paper checks within the software
- Payroll checks
Regardless of the type of check or the reason for the error, it is important to void the check rather than delete it. A record should be kept so that when the books are reconciled, there is no confusion about what may appear to be 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 should go to the Banking option and 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 the check and then choose the Void option. The software will display a prompt asking whether the user wants to void the check for the current period.
One benefit of using accounting software is that when a modification is made, related records are updated. If the user chooses 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 final step is to select Record to complete 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 should then:
- Enter the check number in the Check Number field.
- Enter the date of the check in the Date field.
- Enter zero as the amount in the Amount field.
- Enter the name of the person or business the check was payable to in the Pay to the Order of field.
Once these fields are completed, click Edit and then select Void Check. A prompt will ask whether the user wants to void the check in the current period. If yes, the date the void is made will be used. If 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 should navigate to the Payroll Center if a third party is used to process payroll. If payroll is handled in house, the user should navigate to the Employees section.
If a third party payroll processor is used, the next steps are:
- Navigate to Related Payroll Activities.
- From the Show Paychecks From and Through fields, enter the date range needed to find the correct pay period.
- Find the correct check and select Void.
The following prompts may depend on the third party payroll provider being used. To finalize the process, click Done so that the paycheck’s memo field shows that it has been voided.
When payroll is handled in house, the user should navigate to Void Paychecks instead of Related Payroll Activities. After that, follow the prompts. To record the change, click Done before closing the window.
Voiding a Check in QuickBooks
Because QuickBooks is designed to handle voided checks, the user does not have to guess through the process. As long as the user has the correct information for the check in question, the process generally requires selecting the correct options and recording the change.
Void a Check Written from QuickBooks Online
Voiding a check written from QuickBooks Online is also possible. Voiding a check means the original transaction is not deleted. Instead, the record is modified and remains 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 account and select View Register. When you find the correct check, highlight it and select Edit. Then, click More and select Void. Confirm the action so that it is recorded.
Users may also need to void a check from a batch that was already reconciled. In that case, the reconciliation may need to be reviewed and updated so that the accounting records remain accurate.
Depending on your company, you may need to void a check once a week or only once a year. Regardless of the reason, it should be done as soon as possible to help ensure the accuracy of the books. The process can be time consuming, especially for businesses that issue a large number of checks. Companies that regularly issue rebate checks, research payments, vendor checks, or other high volume payments may benefit from outsourcing check printing and mailing to a provider that specializes in these services.
Online check writing and mailing providers can assist with services such as check printing, check mailing, cashed check reporting, payment tracking, and managing multiple bank accounts.
The accounts payable department of any company is always busy. This department plays an important role in managing outgoing payments and maintaining accurate financial records. For more information about outsourcing this service and voiding a check in QuickBooks, visit CheckIssuing.com or contact us to request more information about our check services.
Last updated: September 2025