Overview
Voiding a Cash Disbursement reverses the transactions associated with that Cash Disbursement. This is applicable to both types of Cash Disbursements sourced from a Payable and created manually. Once a Cash Disbursement has been voided, the Payment Status will be set to “Void” and the Balance will be set to zero (0.00).
A Cash Disbursement can be voided even if it has been applied to a Payable. However, if the amount on the Payable needs to be updated (which could be why the Cash Disbursement is being voided), the Cash Disbursement must be unapplied prior to voiding. This is because the amount on a Payable cannot be changed if a Cash Disbursement has been applied.
If a Cash Disbursement has 400 or more APD (AP Disbursement) records, when you click Void, a message displays to indicate that the Cash Disbursement is being voided in the background. This is because if 400 or more APD records are on the Cash Disbursement, the process is asynchronous. This may take a few minutes to complete. You can refresh the Cash Disbursement record in a few minutes to check the Payment Status to make sure it changed to Void. Otherwise, review the Automated Job Results screen to check the status for successful completion of the job, then return to the Cash Disbursement and refresh the page.
Do you want to:
- Void a Check
- Delete APDs (AP Disbursement records)
- Delete CD (Cash Disbursement) and APD (AP Disbursement) records
Void a Check
- Navigate to Accounting Home and click the Create Entries tab. Then, under the Expenses menu, click Cash Disbursements.
- Select a list view (other than the Recently Viewed list view).
- Select the Cash Disbursement that you want to void.
- Identify the Source of the Cash Disbursement.
- If the Source is Payable, continue with step 6. (See note section below for additional information.)
- If the Source on the Cash Disbursement is “Payable” (the payment was initiated from the Payable by clicking the Pay button), the AP Disbursements associated with the Payable listed in the Invoices Applied To related list do NOT have to be manually unapplied as the Void process will automatically delete it when processed.
Note: A Cash Disbursement (Source = Manual or Payable) can be voided even if it has been applied to a Payable. However, if the amount on the Payable needs to be updated (which could be why the Cash Disbursement is being voided), the Cash Disbursement must be unapplied prior to voiding. This is because the amount on a Payable cannot be changed if a Cash Disbursement has been applied.
Note: A Cash Disbursement cannot be voided if it is associated with a Bank Reconciliation or a Bank Transaction.
- If the Source on the Cash Disbursement is “Payable” (the payment was initiated from the Payable by clicking the Pay button), the AP Disbursements associated with the Payable listed in the Invoices Applied To related list do NOT have to be manually unapplied as the Void process will automatically delete it when processed.
- To void the Cash Disbursement, click Void.
- The Void Disbursement Date defaults to today's date. To change this date, click in the date field and select a different date.
Note: The Void Disbursement Date cannot be set to a date that is before the start of the Accounting Period on the Cash Disbursement.
- Enter a Void Description if desired.
- Click Void. Voiding a Cash Disbursement performs the following actions:
- Changes the Payment Status to Void on the Cash Disbursement.
- Reverses the transactions associated with Cash Disbursement.
Note: The Posting Status of the Cash Disbursement remains as Posted. This is because the original debits and credits that were posted to the transaction table remain in the transaction table and 'reversing' debits and credits are added to zero out the original debits and credits. - Updates the Balance on the Cash Disbursement to zero (0.00).
- The following shows the Post Void Cash Disbursement.
Delete APDs (AP Disbursement records)
The steps below provide a quick and easy way to delete APD records from a Cash Disbursement without having to manually delete each individual APD record one at a time. These APD records can be deleted on a Cash Disbursement with a Payment Status of Paid or Void.
Click the Delete APDs button to delete these records when the Source on the Cash Disbursement is “Manual.” When the Source is “Payable,” use the information in the Delete CD & APD Records section.
Note: If you are using Salesforce Classic, this button name will always display as Delete CD & APDs - Classic.
In order to delete the APD records, they must be in an open Accounting Period. Additionally, if there are no APD records to delete, a message displays to indicate that no associated records are available to be deleted
- Navigate to Accounting Home and click the Create Entries tab. Then, under the Expenses menu, click Cash Disbursements.
- Select a list view (other than the Recently Viewed list view).
- Select the Cash Disbursement for which you want to delete APD records.
- Click Delete APDs. The dialog box below will display.
Important: Before clicking Confirm, review the information in this dialog box to make certain this is what you want to do. Once you click Confirm, this action is permanent. - Click Confirm. A message displays to indicate that APDs in an open Accounting Period are being deleted in the background.
Note: In a few minutes, you can refresh the Cash Disbursement record to check to make sure the APD records have been deleted.
Delete CD (Cash Disbursement) and APD (AP Disbursement) records
The steps below provide a quick and easy way to delete a (Source = Payable) Cash Disbursement (Payment Status = Paid) and its associated APD records. If the Payment Status is “Void,” only the APD records will be deleted. The Cash Disbursement will need to be manually deleted.
Click the Delete CD & APDs button to delete these records when the Source on the Cash Disbursement is “Payable.” When the Source is “Manual,” use the information in the Delete APD (AP Disbursement records) section.
Note: If you are using Salesforce Classic, this button name will always display as Delete CD & APDs - Classic.
In order to delete the CD & APD records, the Cash Disbursement must be in an open Accounting Period.
- Navigate to Accounting Home and click the Create Entries tab. Then, under the Expenses menu, click Cash Disbursements.
- Select a list view (other than the Recently Viewed list view).
- Select the Cash Disbursement for which you want to delete the CD and APD records.
- Click Delete CD & APDs. The dialog box below will display.
Important: Before clicking Confirm, review the information in this dialog box to make certain this is what you want to do. Once you click Confirm, this action is permanent. - Click Confirm. A message displays to indicate that the Cash Disbursement and APDs are being deleted in the background.
Note: In a few minutes, you can refresh the page to make sure the Cash Disbursement, along with the APDs have been deleted.
Notes:
- Accounting Seed recommends that voiding a check should ONLY be used if the physical check leaves the premises, i.e. you printed the check on check stock and sent it in the mail. Otherwise, a Cash Disbursement can simply be deleted and recreated if any part of it is in error.
- If you encounter the rare occurrence of being unable to void a Cash Disbursement check with a source of Payable, please contact our Customer Support team for assistance.
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Winter ’24 Release
- If a Cash Disbursement has 400 or more APD (AP Disbursement) records, when you click Void, a message displays to indicate that the Cash Disbursement is being voided in the background.
- There is now a quick and easy way to delete APDs (AP Disbursement records) from a Cash Disbursement without having to manually delete each individual APD record one at a time.
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Summer '23 Release
- With this release, a Cash Disbursement can be voided even if it has been applied to and is in a closed Accounting Period.
- Prior to this release, the Void Disbursement Date used to default to the date on the Cash Disbursement. Now, it will default to today’s date.
Comments
11 comments
Is the period the void transactions are posted to recorded anywhere on the cash disbursement?
I'm trying to get an accurate list of open Cash Disbursements in a historical period, and it looks like maybe that's not possible on a cash disbursement report due to cash disbursements being created and voided in different periods, so maybe I'll have to go through the transactions.
Rebecca,
We don't track the period voided on the cash disbursement right now. You could add your own lookup relationship to the Accounting Period to track this. You could name the field: "Period Voided". This may help in creating the report you are attempting to do.
Thanks,
Tony
I managed to get a report that gave me an accurate accounting of all uncleared transactions as of a particular date via the transaction table - but it required a custom report type and exporting it to excel so I could concatenate all the bank rec data into a single field I could filter by.
I voided a check that was for a duplicate payment. How do I "void" or change the duplicate A/P now? Or even delete it? I'm getting this error message. It was part of a posted AP disbursement batch and I don't want to delete the entire batch.
ERROR MESSAGE:
Hi Jeanae,
Since the A/P has associated transactions like a check payment and a void, then it can't be deleted. If you would like to zero this out, then it would be best to create a credit memo and apply it to the open A/P. If you have any questions about creating credit memos, please review this article: https://accountingseed.zendesk.com/hc/en-us/articles/217023708-Vendor-Credit-Memo
One of the Users actually Unposted the check after voiding it.
Now this is not letting them post the Check again. I understand there is no impact because posting is going to have both actual and the reverse transactions.
Is there anything we could do now ? Or should leave them as is.
Hi Richa,
We are looking to further lock this down so that this doesn't happen, but you now have 2 options:
1. Leave it as is since it is a wash, this will still show the history of who created this and voided it.
2. Delete the disbursement, created a new one, then void it.
Thank you,
Ryan
We paid 2 payables to Enterprise on 1 check. It was for the wrong amount so we voided the check. I tried to Unpost the payable to amend the amount. The system won't let me since there is a voided check attached. How do we amend the amount without losing the history of this issued check?
Hi Richa,
Instead of adjusting the original payables amount, a credit memo can be created and applied to the original payable to lower the amount or a 2nd payable can be created to increase the amount.
Thank you,
Ryan
I am trying to void an old check from 2017 and it is not letting me - giving the error reason:
"You must specify an AP Control GL Account or a Debit GL Control Account in order to void the Cash Disbursement. Please set the Debit GL Control Account on the Cash Disbursement or set the AP Control GL Account in the Account Settings tab."
Of course if I try to add a Debit GL now, it wont because the period is closed. How can I void this?
Hi Emmylou,
Please submit this inquiry to support.
Thanks
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