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    Void Paper Paychecks
    • 24 Sep 2024
    • 4 Minutes to read
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    Void Paper Paychecks

    • Updated on 24 Sep 2024
    • 4 Minutes to read
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    Article summary

    Voiding a paycheck inside of a paycheck run will void the check in R365 Accounting and provide an option to reissue the paycheck with a new check number. Reissued paychecks can be printed from within the paycheck run.

    Only paper paychecks that have already been printed can be voided. To void an unprinted check, contact R365 Support.

    Voiding a paycheck in a paycheck run will not void the payroll payment to the employee or impact the employee’s year-to-date totals. If the payment was made in error and should not be reissued, please contact R365 Support to void the employee’s payroll payment and update year-to-date totals.

    Voiding a paycheck in a paycheck run will not stop payment on the physical check. To stop payment on the voided check, please contact the bank directly.

    Journal Entries

    As part of the void process, journal entries will be automatically created in R365 Accounting for both voided paychecks and reissued paychecks.

    Reversal Journal Entry

    When a paycheck is voided, a reversal journal entry is created with the following details:

    • Debit to bank account = Voided paycheck amount

    • Credit to wages payable GL account = Voided paycheck amount

    • Date = Selected void date

    • Comment = ‘Voiding check’, followed by the check number and employee’s name

    If the funding journal entry for the paycheck run was not created, the reversal journal entry will not be created.

    Funding Journal Entry

    If the paycheck is reissued, a funding journal entry is created with the following details:

    • Credit to bank account = Reissued paycheck amount

    • Debit to wages payable GL account = Reissued paycheck amount

    • Date = Selected void date

    Security

    Users must have the following permission to void paychecks:

    • Payroll → Workforce Payroll → Paycheck Runs → Void Payroll Checks


    These permissions can be added to custom user roles or individual users. The Permission Access report can be used to determine which user roles or users already have these permissions assigned. For more information, see User Setup and Security.

    Void and Reissue a Paycheck

    Follow these steps to void a paycheck and reissue it:

    1. Navigate to the Paycheck Runs page.

    1. Select the desired paycheck run.

    1. Locate the Check section.

    Paystubs cannot be voided.

    Paychecks printed through Print & Ship cannot be voided.

    1. Click the Void button for the desired paycheck.

    The Void Check window will open.

    1. Enter the void date.

    Reversal and funding journal entries will be dated with the selected void date. The pay date of the reissued check will not be changed.

    Only ‘today’ or past dates can be selected.

    Only dates in an open fiscal period can be processed. If a date in a closed fiscal period is selected, an error message will appear and a different date must be selected.

    1. Check Create a replacement check.

    1. Click Void.

    The voided check and reissued paycheck will appear in the paycheck run of the voided paycheck.

    The voided check will be marked as voided and reference the check number of the replacement check.

    The reissued check will reference the check number of the voided check.

    1. Print the reissued paycheck.

    Void a Paycheck Without Reissuing

    Voiding a paycheck without reissuing it is typically only done as part of a payroll correction. In a payroll correction, the employee’s payroll payment must be voided through R365 Support to update their year-to-date payroll totals, and the associated paycheck must be voided in the paycheck run to create the corresponding reversal journal entry in R365 Accounting.

    Voiding the paper paycheck without voiding the payroll payment will not impact the employee’s year-to-date payroll totals.

    Follow these steps to void a paycheck without reissuing it:

    1. Navigate to the Paycheck Runs page.

    1. Select the desired paycheck run.

    1. Locate the Check section.

    Paystubs cannot be voided.

    Paychecks printed through Print & Ship cannot be voided.

    1. Click the Void button for the desired paycheck.

    The Void Check window will open.

    1. Enter the void date.

    The reversal journal entry will be dated with the selected void date.

    Only ‘today’ or past dates can be selected.

    Only dates in an open fiscal period can be processed. If a date in a closed fiscal period is selected, an error message will appear and a different date must be selected.

    1. Uncheck ‘Create a replacement check’.

    1. Click Void.

    The voided check will remain in the paycheck run and be marked as voided.

    1. If the payment should be voided, contact R365 Support and request that the employee’s payment be voided.

    Submit a R365 Support ticket with the following information:

    • Payroll company name

    • Employee's name as it appears on their employee record

    • Pay date(s) that need to be voided

    • W-2C request (for prior year void)

    R365 will amend all applicable federal, state, and local filings.

    Contacting R365 Support to void the payroll payment can be completed before or after voiding the check in the paycheck run.

    Reissue Voided Checks in a New Paycheck Run

    If all of the checks for a pay run have been voided and have not already been reissued, a new paycheck run can be created for that pay run. Creating a new paycheck run will create new checks for all of the current payments in the pay run. Paychecks will not be created for any payments that have been voided by R365 Support.

    New paycheck runs can only be created for pay runs where none of the payments in the pay run have paychecks or paystubs in an existing paycheck run.

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