Replace a lost cheque from previous fiscal years

[Shari75]

Hello

I need to void some cheques from 2018 as they weren't cashed.  I also need to replace some cheques from 2019 and 2020 which have not been cashed and are lost.  Please help ?   I do not want to ruin previous years financials

[PatriciaT]

Hi Shari75,

Welcome to the community family! QuickBooks Desktop accompanies you at every step of the running of your business. I know how important it is to ensure accuracy across your books. I'll be happy to point you in the right direction with this.

Voiding cheques in QuickBooks Desktop is a pretty straightforward process.

1. Go to the File menu and select Switch to Single-user mode. If you see Switch to Multi-user mode, don't select it.
2. Go to the Accountant menu and select Batch Delete/Void Transactions.
3. Select the transactions you want to void from the Available Transactions list.
4. Select  Review & Void
5. Select Back Up & Void. You can also skip the backup and select Void only from the dropdowns. 
6. Select Yes to confirm you want to void the transactions.

And voila! Feel free to also check out these useful articles to assist you with your task.

• Create, modify, and print cheques
• Batch delete or void transactions in QuickBooks Desktop Accountant Edition

I also recommend reaching out to your accountant to make sure everything is lining up correctly in your books. In case you don't have an accountant, you can find one on our Find-a-ProAdvisor website

I hope this helps! Have a nice day.

[Shari75]

The cheques are from previous Fiscal years 2018 and 2019, i also need to re-issue them

[Jay MP]

Hi there,

How do I do it if we are using QB online? 

It almost seems that I can just over write the new cheque number, but since it doesn't ask to save or anything else, doesn't seem right... 

Can you help?

[Jay MP]

This is why it looks like I can just type over the previous cheque number... 

[JamesM4]

Hi JayMP.  Managing your transaction has never been easier with QuickBooks Online. I'll be happy to show you how to void cheques using simple steps. Here's how: 

1. Navigate to Expenses.
2. On the Expenses tab, click Filter.
3. In the Type field, select Cheque.
4. Click on the date range in which the cheque was received and select Apply.
5. Select the cheque to void from the Expense Transactions list to open it in the Cheque screen.
6. Select More, and select Void from the pop-up menu.
7. When prompted, select Yes to confirm you want to void the cheque.

Could you elaborate more on what you mean by it doesn't prompt you to save? Feel free to send a full screenshot you're on so I can get a visul reference. I'd recommend trying this using a private/incognito window as this usually by-passes most browser issues. I encourage you to try this out and let me know know how you make out. I'll be here in case you need anything else. 

[Jay MP]

Hi JamesM4,

Thank you for your reply, but I still need your help. I wanted to changed the title of my message, to don't make it confusing, as it is similar but not exactly the same to the chain I originally added to... but I couldn't...

- The employee lost the cheque # 4

- When going to the pay cheque list, it seems that I can overwrite the new cheque number where the # 4 is currently, without having to confirm or save such change... Can I do that? (see screenshot) or do I have to void the cheque and write down a new cheque physically, and if so, how do I record it on QuickBooks ? Does it have to be through payroll again??

Please help!

Cheque # 4 won't appear anymore

Thank you!

[JamesM4]

Glad to hear back from you.Great job on navigating to the paycheque list. You can change the cheque number from there or you could also change it using these steps here: 

1. From the left menu select Reports, then select All Reports.
2. Select Manage Payroll.
3. Select Pay Cheque List.
4. Update the desired number in the Cheque Number field.

Once you've done this, the updated cheque number is the one that'll show up going forward. Keep in mind that you'll have to save the cheque number if you want to save it in the program. Are you looking for ways to remove cheque #4 from the system? 

[Jay MP]

Hi JamesM4!

Thank you for your prompt response :)

It seems that your suggestion is the most suitable. If I understood correctly, the new cheque number will show up all the time now? in paycheque history, payroll/overview/view paycheque list... is this correct? Even when it is just by overwriting and it doesn't show any button where I can click to 'save change'...

If so, when you typed "Keep in mind that you'll have to save the cheque number if you want to save it in the program", how do I do that? I thought just by changing it following the steps you gave me it was a way to save it.. (sorry, I am understanding both suggestions contradicting)

And also, yes, I would like to "remove cheque #4 from the system? " How do I do that?

Thank you!!!

[JamesM4]

Glad to hear back from you, @JayMP. I appreciate you sending the helpful screenshot. You can change the cheque number by overwriting it using the steps I've provided above. To save the changes you'll just need to click OK and you won't have to worry about making other changes such as voiding the cheque. The new cheque number will be the one that shows up on the account going forward. Let me know if you have further questions, I'm here to help.