Reissue March paycheck

championcpa · Post by **championcpa** » Mon Nov 24, 2008 1:44 pm

Just a couple of weeks ago an employee said she could not locate a check from March after many searches. In order to void and reissue, the instructions say to post both to that month. However, it is a closed month (I am only the messenger; I've now counseled the financial assistant to keep open any month with open items and to never let a paycheck go this long uncashed). Soooo, what to do now? Obviously the payroll report totals will be affected if posted to another month although the reports themselves are correct.

Post by **Zorak** » Mon Nov 24, 2008 2:30 pm

You can void and reenter the check in your current accounting month. This won't cause an issue in Fund Accounting, due to the fact that both a negative (void) and positive (reissue) amount is being posted. They nullify each other and won't affect the asset, liability, or expense balances in the current month.

championcpa · Post by **championcpa** » Mon Nov 24, 2008 2:55 pm

If that's the case, why do the instructions specify to post to the accounting month when the check was originally issued? I understand that posting like amounts as a void and reissue in the same month is a net zero, but is there then no effect on the payroll tax and gross payroll report for March when the posting is for November? Thanks for your quick response, by the way!

Post by **Zorak** » Mon Nov 24, 2008 4:54 pm

In reference to the posting month, your original month is closed, so you can't post there. Since the net effect will be zero, it doesn't matter which open month you post to.

As far as the check dates go, in Payroll, that's where things may get complicated. Since voiding the original check that was dated eight months ago will create a void transaction dated eight months ago, it will throw your monthly or quarterly figures off on Payroll reports.

Currently, there isn't a very elegant way of handling this type of situation in the system. The void automatically processes for the same date as the original check.

Here is a way to process this, making the Payroll amounts come out correctly:

Issue the new check for today's date, then void it (the new check) instead of the old one. As far as Payroll is concerned, the check and void are now both on today's date, so it won't affect the monthly or quarterly figures. Send both transactions to the current posting month in Fund Accounting.

In Fund Accounting, prior to posting the transactions, go to Modify Unposted Transactions and change the void transaction's check number and date. It will be showing the new check number (5550-VOID) and today's date. Change it to the old check number (5100-VOID) and the old March date.

This will leave the correct posting month for the Income & Expense Statement, as well as showing in proper date sequence on the Bank Reconciliation and Check Register.

championcpa · Post by **championcpa** » Mon Nov 24, 2008 5:18 pm

Oooookaaaayyyy...inelegant is correct but it does look like it will work so long as I remember to print the check before voiding it! Just to confirm - both will be posted to the current month but the void check will have the old number and March date, correct? And thanks again!

championcpa · Post by **championcpa** » Thu Dec 04, 2008 10:01 am

Well, I finally got to the church office to follow the instructions to reissue this paycheck only to discover that the financial secretary had already voided the original check. Of course, it cannot be posted to March as advised by the financial secretary in my original email. I didn't fully appreciate that it was still sitting there in Fund Accounting. Any suggestions now? Do I "unvoid" the voided check and then follow your steps of Nov. 24, 4:54pm? Thanks so much for your help again. It would be great to get this done today!