Void a Payroll Check

NAVIGATION: ACTIVITIES menu > Manual Check Entry

  1. Click Void Check
  2. Enter a Starting and Ending Check Date range
  3. Click Build Selection Grid
  4. Place a checkmark next to the check or checks you need to void.  You may void multiple checks at once.
  5. Check mark Retain Original Dates to void the check on the original pay date or enter new dates in the Payroll Date and Time Card Date fields.
    1. What dates should be used: Just using today's date for all Void and Reissued checks is recommended.
    2. Payroll Date:  This is the date that the money will be debited back into the cash account and checkbook balance.  Horizon recommends not voiding with a Payroll Date that has a completed Bank Reconciliation or that tax reporting has been completed for as this void would alter outstanding check information and taxes due for that day.
    3. Time Card Date:  This is the date entered in the Earning information lines. This date will create General Ledger Entries crediting Wage Expenses accounts.  Horizon recommends not voiding with a Time Card Date for closed periods without consulting with your accounting personnel.
  6. Click the Void Checks button or the Void and Reissue button
  7. A Manual Check Transaction will be created for a Void.
    1. A Void and Reissue will also only create one Void transaction.  
    2. You may change the Check Date and the Time Card Dates.  
    3. Do not alter any other information in this transaction.  A void needs to post with the same dollar amounts and earning information as the original check.
  8. The payroll check is not actually voided in the system until it is posted.
  9. Post the Void by running Process Manual Check.  (See instructions below.)
  10. If the Void and Reissue button was used during the Void process, the reissue transaction has been saved and is now waiting to process.  You may make changes to this transaction if necessary.
  11. If you are reissuing a check for the void:
    1. The voided check must be processed before the reissued check can be created.  The Manual Check Process will not allow a second transaction for the same employee to be entered until the first transaction has been posted.
    2. Use today's date for all dates on the Void and the Reissued check.  This will produce Time Card history and General Ledger entries with a zero net for the date.
  12. If you have changed your mind about voiding the check and you have not posted it, you may go back to Manual Check Entry find the voided check and delete it.

Preview and Post Voided Check(s)

NAVIGATION: ACTIVITIES menu > Process Manual Check

  1. Click Next
  2. On Step 2 – Manual Check Edit List, click the Print button at the top of the screen to print the edit list, then click NEXT.
  3. Review the edit list to make sure it is correct and contains only the information you want
  4. Click NEXT on the next two screens and Finish on the last screen to post the voided check and print the posting report
  5. To process a reissued paycheck see Process Manual Payroll Check 

12/2023

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