Voided Disbursements

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Simon

• August 12, 2016 22:40

1. Is it possible to make the AP still editable even if there is a VOIDED check on it? In most cases, we VOID checks because the AP amount is wrong. The work around is so long > basically, if a check was VOIDED, we unpost it and delete it > then we make adjustments to the AP > Pay it again with the voided check info first > then void the check again so that we can pay with a new check.

2. How do I make the VOIDED checks viewable during bank reconciliation? VOIDED checks have zero value and thus no impact on the report other than providing Audit Control of checks written. There are other work-around but still tedious.

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  NATASHA PARKS

  • August 31, 2016 13:42

  I agree, most of our voided checks are due to wrong AP amount. It would be wonderful to just be able to edit the initial AP. 

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  JeaNae Remala

  • August 09, 2018 15:33

  Unfortunately, once you delete the cash disbursement in order to change the A/P, I don't believe the voided check exists any longer in the system.  This is an issue with audit trail.  Hopefully auditors don't ever ask for and accounting of all checks in numerical sequence!

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  Simon

  • August 09, 2018 15:53
  • Edited

  I think there should be an update to the system to allow users to edit AP amount even if there is an Applied Cash Disbursement. It is mostly an unpleasant situation if you've issued several payments on an AP but then you realize that the amount is wrong (esp if you clone from prior APs). Same thing applies to customer billings. Good luck if you need to edit a billing that has more than one customer payment!

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  Ryan Faulkingham

  • August 10, 2018 16:51

  Hi Simon and Jeanae,

  There are many factors that go into this and just allowing a user to be able to edit everything can cause issues with the underlying financials. Typically, we see a break down of the process being the reason that these payables needed to be edited. Is there a reason why the payable amounts are wrong? An approval process can be setup so that one user creates the payable and another one verifies and approves. 

  Also, if an amount adjustment needs to happen, a new payable can be created and paid while closing out the old payable with a credit memo. This will preserve the audit trail while you don't have to go through the steps of deleting and modifying. 

  If there is just a need for a reclass of an expense GL account or variable, then this can happen through an adjusting journal entry. The underlying vendor can be tagged in this entry as well. 

  Thank you,

  Ryan

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