How to Void a Check in Microsoft Dynamics GP

It’s important for you to know how to void a check in Microsoft Dynamics GP. In Microsoft Dynamics GP and Microsoft Business Solutions – Great Plains 8.0, you may want to void some Payables Management transactions. The following transactions can also be voided in the above-mentioned applications: Credit Memos, Payments, and Returns. Also, note that transactions in both the open and the history tables can also be voided.

How to Void a Check in Microsoft Dynamics GP

Documents in the Open Tables

If unapplied, credit memos and invoices can be voided. To void a document in the open tables, use the window “Void Open Payables Transactions.” Simply click on TRANSACTIONS, point the cursor to PURCHASING, and then click on VOID OPEN TRANSACTIONS. Once you void a credit document, even the debit document initially applied to the now void credit document automatically becomes unapplied. You may then apply that debit document to another document. In case the vendor of the transaction you want to void happens to be on hold, then you can go ahead and void the transaction. Remember that the hold limitation will apply to documents on hold.

Documents Fully Applied and in the History Tables

If you want to void a document in the history tables, use the window “Void Historical Payables Transactions.” You can do this by clicking on TRANSACTIONS, pointing to PURCHASING, and then clicking VOID HISTORICAL TRANSACTIONS.

Documents Partially Applied/ On Hold

To void such as transaction, follow the steps outlined if these specified condition holds true.

Condition 1: The transaction document you want to void is a credit document (credit memos or payments) partially applied

1. Create a new invoice (a dummy one) for the remaining amount of the partially applied document. Please note that the new invoice will be voided once this process ends. This is mandatory because it is not possible for you to void a credit document if it is not in the history status, meaning it is fully applied.

You can do this by following these steps:

a) While still on the TRANSACTIONS menu, move your cursor to point to PURCHASING and then click TRANSACTION ENTRY.

b) In the window “Payables Transaction Entry,” enter an invoice for that vendor who has the partially applied document you wish to void. Then, enter an amount – for the invoice – that equals the amount that remains of the document you wish to void.

c) Then close the window after you click on POST

d) Once you have specified the report destination, print the posting journals.

2. After you have created a new invoice, apply the newly created invoice to the partially applied document.

a) Point to PURCHASING on the TRANSACTIONS menu and then click “Apply Payables Documents.”

b) In the window “Apply Payables Documents,” enter the vendor ID in the relevant box, and the document number of your partially applied document you wish to void in the “Document No” box.

c) To apply the amount the remains of the partially applied document, select the new invoice and then click OK.

3. Voiding the partially applied document

a) Point to PURCHASING on the TRANSACTIONS menu, click VOID HISTORICAL TRANSACTIONS.

b) In the window “Void Historical Transactions,” choose the partially applied document you wish to void and then check the VOID checkbox.

c) Close the window after you click Void

d) Print the posting journals after you have specified the report destination.

4. Voiding the new invoice created in Step 1

a) Pointing to PURCHASING on the TRANSACTION menu, click “Void open Transactions.”

b) Enter the vendor ID in the relevant box labeled “Vendor ID” which you will find in “Void Open Transactions” window.

c) Select the new invoice and check the VOID checkbox.

d) Click Void

e) Print the posting journals after specifying the report destination.

5. Verify your General Ledger (GL) transactions before posting the adjustments, or deleting the GL transactions if in a batch. Posting the GL transactions would mean you won’t lose the drill back option.

Learning how to void a check in Microsoft Dynamics GP is a challenging yet doable practice. Note that the original invoice containing the partially applied document that has been voided is left with the status “Open.” Therefore, you may void the new invoice created in step 1 above.

Condition 2: The transaction to void is a partially applied invoice

1. Void the credit document applied to the invoice.

a) Pointing to PURCHASING on the TRANSACTIONS menu, click VOID HISTORICAL TRANSACTIONS, and then select the partially applied document applied to the partially applied invoice.

b) Click to select the VOID checkbox.

c) Print the posting journals after specifying the report destination.

Note that if the credit document applied to the invoice also happens to be partially applied, then you should follow the steps outlined for condition 1 so that you can void that partially applied document.

2. Voiding the invoice

a) Pointing to PURCHASING on the TRANSACTIONS menu, click “Void Open Transactions.”

b) Enter the vendor ID in the relevant box.

c) Select the additional invoice and then select the VOID checkbox.

d) Select Void

e) Print the posting journals after specifying the report destination.

3. Verify your GL transactions if you must post the adjustment, or delete the GL transactions in a batch. Posting the GL transactions would mean you won’t lose the drill back ability. 

This applies to Microsoft Dynamics GP 2010 and Payables Management when you use it with Microsoft Dynamics GP 9.0, Microsoft Dynamics GP 10.0 and Microsoft Business Solutions – Great Plains 8.0.

Conclusion

In both Microsoft Dynamics GP and Microsoft Business Solutions – Great Plains 8.0, you can void Payables Management transactions. The transactions that can be voided in Microsoft Dynamics GP include credit memos, payments, and returns. In addition, transactions in the history tables and in the open tables can also be voided.

On the other hand, credit memos and invoices can only be voided if unapplied. Voiding a credit document would mean the debit document initially applied to the credit document would become unapplied. This debit document can also be applied to another document. Void the transaction you wish to do so if its vendor is on hold. Following this document will teach you how to void a check in Microsoft Dynamics GP, including how and what transactions to void.

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Michael Taylor
Michael is the Lead Author & Editor of DynaMe. DynaMe is a blog focused on cloud based Microsoft Dynamics.
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