"this doesn't work for a check in a prior, closed, audited period"
This, What part, doesn't work?
You make your own offsetting entry and you control Everything about it. Example: For the prior fiscal year, you might need to post to Equity for Prior Year Adjustment.
I’d be glad to help you with this Tanya.
Here's how you can void a cheque in QuickBooks:
If you need further assistance, please let me know.
You can VOID a check in a prior period. So that the prior period is not affected and the Balance Sheet remains the same. You can execute the Void, however you also have to enter a General Journal entry, dated the same as the check, that affects the same accounts as the check did. Then in the current period enter a reversing General Journal entry. That way the check gets Voided, the balance sheet remains the same and the reversal is recorded in the current period. A little more effort but properly done.......
I thought that QB used to create that journal entry automatically. They must have removed the feature. Having to redo historical financials due to this lack of a feature is not acceptable.
Every transaction completed using a form like a check, deposit or bill creates a journal entry in the background. That's how the accounting gets recorded. If you need to void a prior period transaction without affecting the balance sheet then you would have to record an alternate transaction in order to void the original. To assume that QB could do that automatically is a bit of a stretch. If you enter a journal entry directly then a reversing transaction is simply a click. Dogging an entire accounting system that cost less than $500 because you have to very infrequently post a transaction that takes less than a minute is ridiculous. Find another accounting system that can even approach what QB can do. Most popular system out there by far...
Will it still print a 1099 for the check that is voided through a journal entry? The original check is till in the payee's name correct? At the end of the year is it possible that both checks could be reported to the IRS?
Multiple points to answer your question about 1099 creation.
Let's do it this way, in Feb I write a check to Mr Z for $1,000 and in July we find out he lost it and we cut him another check. We do the one click method in QB. In Jan when we run the 1099 report will both checks be included, $2,000 or just one for $1,000. Or does QB know the original check is no longer valid and omit it when calculating his 1099 amount? This is a straight forward question, please respond to it on it's on merit.
I'll answer it this way, since I am not sure what exactly you mean by "We do the one click method in QB".
If the first check was voided (easy enough to look at the checkbook register and see if the amount is ZERO and it should also have VOID in the MEMO field), then what I answered earlier is applicable, meaning if the first check was voided and therefore a ZERO amount, then it would not be added to the 1099 created after the end of the year. Only the second check in your example would appear in the 1099 total.
The original post was relative to voiding a check in a prior period and hence the reason I answered in the manner I did.
I misspoke on the "one click method". I meant to say the reversing entry, after I void the check in July. So, when the check is voided in July, QB will change the $ amount to a zero and place the word "void" in the memo cell. Is that correct? Then my bank reconcile will be screwed up from the first reconcile date until I make the reversing entry to correct it, this that right?
Here is the way I do it. I pull up the original check, change the Payee to "Voided", write the original Payee's name in the memo cell, and the date I voided it. It does not screw up my old reconciles and the reversing entry at the time the new check was cut, fixes the bank account.
Thank you for your patience with me.
Actually it does screw up the reconciles. Sorry about that, to big of a hurry. What my method does is insures the Payee doesn't get tagged twice on his 1099.
Again, thank you for your patience. :) I still believe this method is awful, QB should allow you to chose the date you with to void it, that way it will not screw up the past reconciles.
Let's be clear here. If you are voiding a check in the current period (meaning within the tax year before submitting your accounting data for a tax return), then you only have to VOID the check. There is no need for a journal entry (that is only applicable when voiding a check from a prior tax period).
A few other points on your comments:
As stated in previous response, checks which have not cleared the bank and have not been cleared in the reconcilation process have no affect on the reconciled balance and therefore will not screw with your past reconciles. If this check has cleared the bank and was cleared in reconciliation then you have to ask yourself WHY would you void a cleared check. No reason I can think of for that.
The beginning balance in the reconcilation screen is the result of all cleared checks and deposits. Checks or deposits which have not cleared have no affect on the reconciling beginning balance, however they do change the bank register balance ---two different things entirely.
When you Void a check it retains the original date of entry but because it has a zero amount is has to impact on accounting, it is simply a memo in the record so to account for how that check number was used.
There is nothing wrong or awful with the method. With experience you will start to appreciate what a incredible program QB really is. I've been involved in accounting and accounting software for over 40 years and have installed, replaced and remediated hundreds of systems. Whatever accounting software is in 2nd place is way, way behind QB.
Golly, I am having a hard time explaining myself, my apologies to you. Thank you for your responses. Here is what we do with an outstanding check that we wish to void. We open the check, change the payee name to "voided". We then write the replacement check using the current date. Then using the current date, we make a journal entry to offset the cash account and the expense account, or whatever the other account was. Then when we reconcile the cash account we click both entries as cleared. We do not actually void the check in QB, just change the payee and click it as cleared when the time comes. Does this make sense to you, I would be able to explain it better if I was actually doing it, it has been awhile.
I understood and understand what you mean. I'm saying that all of that is not necessary for voiding a current period check. This is the procedure you should follow - much easier than what you are doing.
In the each of the responses I have provided you I have specifically referenced voiding checks in the current period based on the example you provided. Now at this stage you decide that what you are referencing is voiding a check not in the current period. My first answer provided that guidance. I cannot spend any more time providing answers on this thread.
I followed these steps for voiding a check in a prior year but the general journal entry I recorded is creating the "payable" to appear in the "pay bills" section. How do I get that to clear from pay bills, it appears to be recognizing one but not both of my general journal entries to Account Payable.
from an accounting position this is AWFUL...… Should always be able to void or reverse a check as of a certain date. To state that an offsetting entry must be used with VOID in the memo is really bad - not to mention inaccurate vendor records.
for a payable to have been created you had to list the name on the far right hand side of the journal entry. DO NOT DO THAT. Delete the name, it is not required. Open the GJ entry, delete the name and save it. that should eliminate your payable
Not entirely sure which point you are saying is awful. Unfortunately, this thread has a combination of examples which reference the current period (or at least the voiding action would be taken prior to submission of the accounting for tax preparation purposes) and other examples where the check to be voided is recorded in a period where a tax return has been filed. therefore you would not want to VOID a check without an alternate entry to maintain the same account balances in that filed tax period. If you use the Edit Menu Void Check method, then the check remains as a "memo" with a ZERO amount, recording VOID in the memo field is simply a note. This would occur whether you void it in the current period or not. The difference is when the check to be voided is posted in a prior period for which a tax return has been filed. The void would be used but with a general journal entry to record the same entry without the check form. Then that GJ entry is reversed in the current period. That reversal entry in the current period is used to "clear" the earlier GJ entry to the bank account, so that it is no longer outstanding. From an accounting position, this is appropriate, as using a simple VOID, which would accomplish what you suggest would change the balance sheet in the prior period and therefore create a reconciling issue for the tax preparer when the current period is filed. If that is not clear, then I think you need a bit more experience with how tax returns are prepared and how the beginning balance sheet for the current period must match the ending balance for the prior accounting period.