1.The voucher paid by the prepaid check must have Status=Paid via the AP Check Process before the check can be voided.

If it is OK that other outstanding vouchers are picked up to be paid when the AP Check Process is run, continue to Step 2. 

If other outstanding vouchers should not be picked up to be paid when the AP Check Process is run they need to be placed on hold:

• Go to Purchasing>Actions>Voucher.
• Change Mode=Hold.
• Click the All checkbox above the column that displays the checkboxes.
• Click Yes to the Are you sure you want to select all records prompt.
• Click the Action drop-down list box in the lower left corner of the Voucher screen and click Hold.
• Click Yes to the prompt: Are you sure you want to hold the selected record(s)
• Click OK to the message: Hold process successfully completed.

Outstanding vouchers are now on hold.

2. Go to Purchasing >Reports>Pre-Checkwriting Report:

• Enter the desired Check Date, Due Date and Check ID From/To fields that will used to during the AP Check Process that will mark the Prepaid Check as Paid.
• Click the Run report button.
• Verify the voucher that has the Prepaid Check to be voided is displayed on the report and if other vouchers will be paid verify that they are listed correctly on the report.

3. Go to Purchasing >Processes>AP Check Process:

• Enter the same Check Date, Due Date and Check ID From/To fields that were entered in the Pre-Checkwriting Report Step 2 above.
• If other vouchers are being paid during the AP Check Process, ensure the Check Version and Selection checkboxes displayed are set to your standard settings the selected Check ID and click the show Next Check button to verify that the Next Check No is correct.
• Click the Process button.

 4. To void the Prepaid Check, go to Purchasing >Actions>Check:

• In the Enter Selection Criteria section enter the checks Check ID in the Check ID field, the Check Number in the Chk/Dep # field and change Mode=Void.
• The check to be voided displays on the screen. Verify that this is the correct check.
• Click the checkbox to the right of the check to display a checkmark.
• Click the Void button in the lower left corner of the Check screen, the Void Check screen opens.
• Either leave the defaulted Trans Date, Year and Period or change them to the desired values. These are for the journal entry that is posted to the General Ledger for the check void.
• Enter a void description in the Description field.
• Click the Void button at the bottom of the screen (no changes are needed to the checkboxes and radio buttons in the center of the screen).
• Click Yes to the prompt: Are you sure you want to run the Void Check Process?

5. To modify the voucher, reprocess the voucher as a prepaid and print a new check, go to Purchasing >Actions>Voucher:

• In the Voucher No field enter the voucher number that was associated with the Prepaid Check that was voided and click the Show button.
• Make any desired changes and save the voucher.
• Click the Prepaid checkbox at the bottom of the Voucher screen, the Prepaid/Wire Transfer screen displays.
• Verify that the correct values display in the following fields: Year, Period, Check/Tran # (displays next check number for the vouchers Check ID), Check/Tran Date and Pay Due. Make the desired changes, if needed, and click the OK button.
• To print the check, click the Select drop-down list box in the lower right corner of the Voucher screen and select Print Prepaid Check, the Print Prepaid Check screen displays. Verify that the defaulted values are correct, click the Print button and click OK to the prompt: Prepaid check successfully completed. The Printer Spooler now has a Prepaid Check file that can be printed

 6. Release the vouchers that were placed on hold, if needed:

• Go to Purchasing >Actions>Voucher.
• Change Mode=Release.
• To release all vouchers, click the All checkbox above the column that displays the checkboxes OR to release specific vouchers click the checkbox for the desired vouchers.
• Click Yes to the Are you sure you want to select all records? prompt if the All checkbox was clicked.
• Click the Action drop-down list box in the lower left corner of the Voucher screen and click Release.
• Click Yes to the prompt: Are you sure you want to release the selected record(s)
• Click OK to the message: Released process successfully completed.
• The selected held vouchers are now released.