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Pgm: ARCHQVOD – Void Receipts; standard Treeview path: Accounts Receivable > Receipt > Void Receipts
Voiding a receipt is only required if the cash receipt batch has been posted. If the batch is not posted, the receipt can be deleted via the Enter Receipt program.
Selection Criteria
Company
The system automatically defaults the company as specified in the log-on screen. To change the company, move to the company field and enter the required company code.
Batch
Use the [Create Batch] button to create a batch.
Cash Account (Bank Account Information)
Enter the company, department, and account number representing the bank account that the check was deposited into.
Void Date (Post Date)
Enter the date for the fiscal period the debits and credits from this batch should be posted to. All cash receipts set up to be voided on this screen are voided when the [Void] button is activated and the appropriate distributions are processed to the General Ledger and any other sub-ledgers as of the date entered here.
Include Reconciled Checks
Check this box to include reconciled checks in the query. Reconciled receipts are maintained in the Accounts Receivable - Reconcile Receipts screen.
NOTE: Users require the system privilege 'ARVOIDRECN – AR: Allows user to void reconciled checks' to enable this checkbox. For more information, please refer to
Preview Posting – Checkbox
To view the posting reports without posting the batch, check this checkbox.
Print Reports Immediately – Checkbox
Check this box to print the posting report immediately after posting. If left unchecked, the posting report does not print during the posting process but can be printed at a later time using the posting utility.
Delete Reports after Posting – Checkbox
Check this box to delete this posting report at the end of the posting process. Once deleted the report cannot be re-printed at a later date. If left unchecked the posting report can be re-printed at a later time. This field cannot be activated unless the Print Reports Immediately function has been checked.
Receipts
This section displays all receipts for the bank account in question and is used to select the cash receipts for voiding. Find the receipts required and enter the appropriate code in the Reversal Code field to indicate why the check is being voided. These different codes describe different reasons why you might be voiding each check. This code is for reference only. The following options are available:
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AC – Account Closed BFD – Body and figures differ CBU – Clearing bank unidentified CT – Cannot Trace DIR – Domicile incorrect/required FNC – Funds not cleared ILE – Amount incorrectly coded/list NEC – Not eligible for clearing OTH – Other PS – Stop Payment RGE – Require guarantee endorsement WC – Wrong currency |
ACU – Account transferred to you BSR – Bank stamp required CNI – Change not initialed DC – Drawer (Customer) deceased FEC – Forged endorsement/counterfeit FZ – Funds frozen NCP – No checking privilege NSF – Insufficient funds PAP – PAP item not correctly encoded PSD – Post/Stale Dated SIG – Signature irregular/absent |
If a reason code is not selected, the system will default the code “OTH”.
The [Accept] button saves the current work and allows another set of receipts to be queried that may be required to be voided.
If there are several receipts with the same check number, amount, post date, etc., the Pay Job Code column can be used to identify receipts by looking at the job to which receipts were distributed. The job code comes from the AR receipt header.
When all cash receipts to be voided are selected, click the [Void] button to post the void.
Posting will reverse the receipt information, but the receipt still exits on the system. This means that the same check number can’t be used a second time for the same customer.