How to Void a Check in QuickBooks Online

Before we start, it's important to know that voiding a check in QuickBooks will maintain the transaction record while ensuring the check's dollar value is zero.

Void Checks in QuickBooks Online

Method 1: Void a Check from the Cheque Page

1. Navigate to Expenses:

   • From the left navigation menu, click Expenses and then select Expenses again.

2. Filter Your List:

   • Click the Filter button.

   • In the Type field, choose Cheque.

   • Set the appropriate date range and click Apply.

3. Open the Check Transaction:

   • Locate and click on the check you want to void. This opens the check’s details.

4. Void the Check:

   • Click More at the bottom of the transaction.

   • Select Void from the menu.

   • Confirm by selecting Yes when prompted.

Method 2: Void a Check Directly from the Expenses List

1. Access the Expenses List:

   • Go to Expenses in the left-hand menu.

2. Find the Check:

   • Locate the check you need to void in the list.

3. Select Void from Actions:

   • In the Action column, click the dropdown arrow next to the check.

   • Select Void.

   • Confirm your choice by clicking Yes when asked.

Alternate Option: Recording a Voided Check

For cases where you want to keep a record of the voided check in your books, you can also record it manually:

1. Click + New and under Vendors select Check.

2. Complete the required fields (Bank Account, Check #, Payment Date, and Account).

3. Click More and then choose Void.

4. Confirm by selecting Yes when prompted.

Impact on Reconciliations

Voiding a check may not update past reconciliations automatically. If the check was already cleared, you might need extra steps (like a journal entry or deposit) to keep your bank balance correct without altering closed periods.

How to void a check in QuickBooks without affecting prior periods?

To avoid affecting prior periods, don’t void the original check directly. Instead, record a bank deposit today for the check’s amount—using a clearing or liability account—to offset the old check, then issue a replacement check. This way, the deposit and replacement fall in the current period, leaving past reconciliations intact.

Audit Trail & Record Keeping

When you void a check, QuickBooks keeps a record of it with a zero amount. This helps maintain a complete history of transactions and supports any audit needs.

Void vs. Delete

• Void: Keeps the check in your records but changes the amount to zero, preserving history.

• Delete: Removes the check entirely, which can leave gaps in your audit trail.

Generating Voided Check Reports

You can run reports that show voided checks by filtering transactions (for example, by entering “Voided” in the Memo/Description field). This helps you review all voided transactions easily.

Handling Special Cases

For checks that are part of payroll or from a previous period, extra care is needed. These cases might require different steps or support from an accountant to avoid impacting your past records.

Best Practices

• Always back up your company file before making changes.

• Confirm check details and note the reason for voiding in the memo field.

• Keep a clear record for audit purposes and consult an accountant if unsure.