[AP] Voiding Check in a Closed Month

Reverse a payment from a previous month without changing the GL in a closed month. All reversing entries are posted in the current batch month.

How It Works

• Creates negative prepaid transactions in the current month for each original invoice

• Reversing entries:

  • Use the same check number with a new sequence

  • Post as negative amounts

  • Net to zero with the original payment

  • Can be cleared in reconciliation (not voided)

  • Reverses retainage if it was paid

  • Optionally, creates a new open invoice for reissuance

Note:

• Cannot reverse if the check is cleared in Cash Management

• For non-expense transactions, you may need to reopen a PO, subcontract, job, or work order

• Use AP Vendor Drilldown to check the type of transaction

Steps

1. Enter Reversal Details

   • Input CM Account, Check Number, and Check Sequence (usually 0; use F4 if unsure)

   • Enter Prepaid Date within the reversal batch month

2. (Optional) Recreate Invoice

   • Check “Create Open Transaction(s) in Batch Month” to reopen invoice

3. Update the Reversal

   • Click Update and acknowledge the message

4. Post the Reversal Batch

   • Click Post, Validate, and Post

   • Click Yes to update Cash Management and GL

5. Create a New Batch

   • Use the same month as the reversal

   • Enter restrictions, click Update to pull in the prepaid transaction

   • Click Post, Validate, and Post

Result

• Original payment is reversed in the current month

• GL in the closed month remains unchanged

• A new invoice is available for payment if selected