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Level 2

Recording a check that was voided in QB but was cashed

Hello,

 

I issued and then voided a check in QB for payment, but before we could put a stop payment on the the check it was cashed. How do I record the check with the correct check number even though it was previously voided?

Solved
Best answer 06-04-2019

Accepted Solutions
QuickBooks Team

Re: Recording a check that was voided in QB but was cashed

Hi there, PI1417.

 

Thanks for the additional clarifications. It's my pleasure to help you handle voided check that was already cashed in QuickBooks Desktop.

 

You can record this by paying the bill using Pay Bills, then type in the same check number.  You'll be prompted that another check has the same number, you'll just need Keep Number to proceed.

 

Here's how:

  1. Go to Vendors.
  2. Click Pay Bills.
  3. Enter necessary information.
  4. Fill in the radio button for Assign check number.
  5. Click OK.
  6. If prompted, click Keep Number.
  7. Click Done.

You can have this article handy for future reference: Pay bills in QuickBooks Desktop.

 

And you're all set. Should you need more insights about this or help with something else, feel free to drop me a reply below. I'm always here to help.

View solution in original post

11 Comments
Anonymous
Not applicable

Re: Recording a check that was voided in QB but was cashed

Type the check number into the check number field.

Level 2

Re: Recording a check that was voided in QB but was cashed

So just re-write the check, but assign that number to it?

Anonymous
Not applicable

Re: Recording a check that was voided in QB but was cashed

Yes, you could do that, or you could edit the voided check and reenter the correct amounts, since you never really voided it.

Level 2

Re: Recording a check that was voided in QB but was cashed

It doesn't seem like I can edit a voided check...

Anonymous
Not applicable

Re: Recording a check that was voided in QB but was cashed

RE: It doesn't seem like I can edit a voided check...

 

I've never seen anything like this in QB.  What happens when you try to edit the check?

Highlighted
Level 2

Re: Recording a check that was voided in QB but was cashed

It's a zeroed out amount because QB voided the check. I issued a new one to pay the bill, but now I have this check that was cashed but marked as voided. I guess I could just do a journal entry, but I was trying to find a different solution.

QuickBooks Team

Re: Recording a check that was voided in QB but was cashed

Thanks for visiting the Community, @PI1417.


You can add the original transaction number to the new check since you already issued one. Here’s how:

  1. Locate the new check and open it.
  2. On the No. field, enter the voided check’s transaction number.
  3. Hit Save & Close.

check no 1.PNG check no 2.PNG

 

For reference, check out this article: Create, modify, and print checks


This information should correctly record the transaction in QuickBooks.


Keep me updated on how this goes and if you have any questions. I’m always here to help. Have a good one!

Anonymous
Not applicable

Re: Recording a check that was voided in QB but was cashed

You didn't mention that it was a bill payment check. In this case the easiest thing to do is pay the bill again, and when using the pay bills feature you can supply a check number.

Level 2

Re: Recording a check that was voided in QB but was cashed

I think I need to clarify exactly what happened. I paid a bill with a check, but had to void that check because it didn't arrive. I then issued a new check and paid the bill. The check then arrived where it was supposed to go in the first place.  The person at my company who was supposed to put a stop payment on the check didn't do it in time, so it ended up being cashed. So now I have a check that was voided in QB, but was cashed "in real life" and I don't know how to account for it. Is the best thing just to make a journal entry?

QuickBooks Team

Re: Recording a check that was voided in QB but was cashed

Hi there, PI1417.

 

Thanks for the additional clarifications. It's my pleasure to help you handle voided check that was already cashed in QuickBooks Desktop.

 

You can record this by paying the bill using Pay Bills, then type in the same check number.  You'll be prompted that another check has the same number, you'll just need Keep Number to proceed.

 

Here's how:

  1. Go to Vendors.
  2. Click Pay Bills.
  3. Enter necessary information.
  4. Fill in the radio button for Assign check number.
  5. Click OK.
  6. If prompted, click Keep Number.
  7. Click Done.

You can have this article handy for future reference: Pay bills in QuickBooks Desktop.

 

And you're all set. Should you need more insights about this or help with something else, feel free to drop me a reply below. I'm always here to help.

View solution in original post

Anonymous
Not applicable

Re: Recording a check that was voided in QB but was cashed

Since you didn't actually void it, create a bill payment check with the right number.  Assuming your vendor didn't cash both checks, void the other one.

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