How to Void a Check in QuickBooks Online
Knowing how to void a check in QuickBooks Online is important for accurate record-keeping. You may need to void a check if it wasn't cashed, was sent to the wrong person, was made out for the wrong amount, contained other wrong details, wasn't included in a previous reconciliation, was sent to the wrong address (for example it was sent to Jackson, MS, instead of Jacksonville, FL), got eaten by the printer, or was simply issued to provide your bank account details to a third party.
To void a check in QuickBooks Online:
Go to Banking or Bank Accounts.
Select the check from the Check Register.
Click on the Edit button.
Click on More and select Void.
When the warning pops up, click Yes.
Issue another check, if required.
Detailed Instructions on How to Void a Check in QuickBooks Online
If you need to void a check in-house and haven't received QuickBooks training that covers the topic, these step-by-step instructions will guide you through the process. In general, voiding checks from the current period is quick and easy.
If you need to void a check from a prior period or void a payroll check or any other kind of payment to an employee or contractor, it is best to reach out to a QuickBooks Online ProAdvisor for assistance. Please note that these instructions cover the online version. The process for QuickBooks Desktop will be slightly different.
Step 1: Navigate to the Check Screen
To navigate to the bank register where all of your issued checks are listed, select Accounting from the left-hand sidebar on the QuickBooks Online home page, click on Chart of Accounts, select the relevant checking account, and click on View Register.
Step 2: Find the Check on the Check Register
Now, scroll down through the check register until you find the check you want to void. You can filter the transactions by date range, transaction amount, payee name, and check number to locate the check in question.
Step 3: Click on Edit
After you click on the line for the check in question, several options will appear under the check details. Click on Edit to go to the editing screen.
Step 4: Void the Check
At the bottom of the screen, click on More. From the options that appear, click on Void to void the check.
Step 5: Dismiss the Warning
If the check you want to void is a bill payment check, a warning will appear confirming that you want to void the check. This is to remind you to create a new bill payment check to replace the voided transaction. If you intend to void the check and it wasn't a mistake, click Yes and a confirmation message will appear.
Step 6: Reissue the Check
Now that the check has been voided, you will need to issue the check again from the correct account and with the correct details to ensure that the vendor is paid and your QuickBooks accounting software records are in order.
Special Cases
The steps listed for how to void a check in QuickBooks Online apply to a check that was recorded in your check register for a bill or expense. However, the steps are a little different if the original check was never recorded or you're dealing with a duplicate entry.
The Original Check Was Not Recorded
You can only void a check in QuickBooks if the check was entered into your QuickBooks account. For checks that were never recorded, you will need to enter the voided check to make sure you don't issue another check with the same check number and put the rest of your check register out.
To create a new voided check:
Click on the Gear icon.
Under Other, click on Banking.
Select the bank account that you used to issue the check.
Enter the check details with a note that says "Voided check" and an amount of $0.00.
That voided transaction will now appear on your check register as a reminder not to use that check number again. As you entered $0.00 as the amount, there is no further action needed.
Duplicate Entry
Duplicate entries occur when you enter the same check twice—with the same check number, payee name, and amount. Instead of voiding checks that are duplicates, simply select the duplicate check and click on Delete. Once you do this, the duplicate will be permanently deleted and will not appear on your records.
Please note that you should never delete a voided check that has a unique check number. This could lead to mistakes later on, such as forgetting to reissue the check or leaving the voided check vulnerable to fraud. It's essential to keep records of every paper check—whether that check was voided to provide account details to a vendor or customer or needed to be voided for another reason.
Preventing Fraud
Checks that go astray can leave businesses vulnerable to check fraud, which is why it's important to void a check properly (rather than simply delete it) and destroy or file the paper check securely after voiding the transaction in QuickBooks. At a minimum, be sure to write "VOID" across the check. Then, either shred the check or file it in a secure place.
Proper Bookkeeping Prevents Problems Later
Following up loose ends like voided checks can sometimes feel like a hassle, especially when you have a business to run. However, taking care of bookkeeping problems as they arise will prevent a headache down the road.
The good news is that the process for voiding a check in QuickBooks Online is easy and quick to do. Simply follow the instructions and you can get back to doing what you love.
