How do you void and re-issue a vendor check without causing build assemblies to go revert to pending status and re-open past Sales orders?

I'd be glad to help you re-issue a replacement check without affecting your past transactions in QuickBooks Desktop (QBDT), @Dav.

Before we begin, please back up your company file to have a save point for your accounting data.

Voiding the check will not cause your build assemblies or past sales orders to reopen, as long as you take the necessary steps to update any affected transactions. Here's how you can proceed:

Let's first void the original check:

1. Go to Vendors and select Vendor Center.
2. Choose the vendor.
3. Open the Check and Void it.

Then, re-issue the new check to the vendor. After that, manually update any affected transactions to prevent issues with pending status or reopening closed sales orders.

Additionally, you can run and customize vendor reports to get an overview of your accounts payable transactions.

Let us know if you have other concerns with recording your replacement check in QBDT. We're here to help you in any way we can.

Hi @JanbonN  and QuickBooks Team  -

It looks like you addressed part of the question  - the part about how to void a check.

However, what about the other part of the question?  That answer seems unclear.

That question is - If I void a vendor check, will it cause build assemblies to go back to pending status and will it cause shipped Sales Orders to re-open?

Your 1st Answer:  Part of your response states a voided check won't cause build assemblies to revert to pending and Sales Orders to reopen. 

Your 2nd Answer: However, later in your reply, you state, "manually update any affected transactions to prevent issues with pending status or reopening closed sales orders".  

Which is the answer to the question?

Thank you for bringing this to our attention, Dav. Let me provide additional details to clarify.

When you void a vendor check, QuickBooks will not automatically revert build assemblies to a pending status or reopen shipped sales orders. However, if these transactions were dependent on the original payment, you'll need to manually update them to ensure your records accurately reflect your current inventory and sales status.

For example, if you first create an assembly and then realize that you'll have to void a check that was mistakenly issued. You'll need to update the assembly records manually. You can check out these articles to help you manage your inventory in QuickBooks Desktop (QBDT) effectively.

• Adjust your inventory of finished goods
• Combine your inventory items to build finished goods (assemblies)

To ensure your accounts are balanced and accurate, compare your bank statement with the transactions you've entered into QuickBooks monthly. Read through this article to learn more about this process: Reconcile your account in QBDT.

Thank you for reaching out with your questions. If you need more assistance or have further questions about the vendor's check, please don't hesitate to mention my name in the comments. We're here to help!

Hi @AdonL and QuickBooks Team   -

I have 3 follow-up questions:

1. When a check is voided, is the line in the item Quick Report automatically changed from "Bill" back to "Item Receipt"?

2. You had indicated that "voiding a check does not automatically change the status of build assemblies or sales orders",  however  "you may need to manually update related transactions if they were dependent on the original payment".   What would need to be manually updated?  Can you give me some examples of what you mean by that?

3. "Additionally, when reconciling your bank account, the voided check will not affect your reconciliation as it shows a zero balance. However, you may need to manually adjust any discrepancies caused by the original transaction during your reconciliation process".   Can you give me some examples of those manual adjustments needed in the reconciliation process?

Thank you for your follow-up question regarding the voided check, Dav. I appreciate the opportunity to provide some clarification.

When you void a check in QuickBooks, please note that the line in the Quick Report doesn't automatically change from Bill back to Item Receipt. The transaction retains its original status, and any necessary adjustments must be made manually.

Furthermore, if you create assemblies using inventory items and later void the check or item receipt, there will be no automatic adjustment to the quantity on hand for those assemblies. For example, if you build an assembly and subsequently realize a check was issued in error and void it, you'll need to manually update the assembly records. This step is crucial to ensure that your inventory accurately reflects the correct quantities, as the voided check does not initiate any automatic updates to your assembly counts.

During the reconciliation process of your bank account, only include those transactions that appear as cleared on your bank statement. If you identify discrepancies between your bank statement and your accounting records, this is the appropriate time to make manual adjustments.

You may want to edit the closing date or if you forgot the closing date password. I've added this article for your guide: Edit Your Closed Books.

Tag my name in the comment below if you have any further questions regarding voided checks in QuickBooks Desktop, please feel free to reach out. I'm always here to assist you.