Learn How to Void a Check in QuickBooks Online Account 

Why delete when you can void a check in QuickBooks Online, keeping the check number and amount at $0.00?  

Whether you lost a check, issued an incorrect one, or it is invalid, you can simply void it to ensure the amount isn’t recorded in accounting records. This way, you will have a record of the check with a check number, payee, date, and the accounts it was linked to. 

Voiding a check rather than deleting ensures your accounting books are accurate and secure. Learn how to void a blank check, record it, and retrieve it from the past year if you lost it. 

Void a Check in QuickBooks Online 

Learn how to void and reissue a check in QuickBooks Online to keep a record of the check and ensure the accounting records are accurate: 

a. Void a cheque from the Cheque page

When you void a check from the check page, it lets you review original transaction details.

• Follow this link to complete the steps in the product.
• Select an option from the Type field. 
• Now, search for items marked as Check in the Type field.
• Choose the date range when you received the check and click Apply. 
• On the Check screen, select the check you are voiding from the Expense Transactions list.
• Go to More and click Void from the pop-up menu.
• Once prompted, click Yes to confirm you want to void the cheque.

b. Void a check without opening the transaction

Another way to void a check is to use the Expense Transactions list directly without even opening the transaction.

• Follow this link to complete the steps in the product. 
• Locate the check to void in the Expense Transactions list.
• In the Action column, select Void under the View/Edit drop-down menu.
• Click Yes to confirm you want to void the check on the prompted screen.

c. Reissue a voided check

To reissue a voided check in QuickBooks Online: 

• Locate the voided check or void the original check first. 
• This will open the associated bill or expense, allowing you to pay the vendor again by creating a new check. 
• If a check was voided incorrectly, you can sometimes edit it or create a new transaction to fix it. 

Void a Check From Last Year 

Is the check no longer valid or stale-dated? Let’s see how to void a payroll check in QuickBooks Online for previous years: 

a. Void the transaction 

First, print the transaction journal for reference

• Follow this link to complete the steps in the product. 
• Choose Transaction List by Date.
• For the report period, select All Dates > Run report.
• Now, select the transaction you want to void from the transaction list.
• Select More and then choose Transaction journal from the pop-up menu.
• Click on the Print icon to get the printed copy. 
• Select Print for your future reference.

To void a transaction, let’s create a reversing journal entry: 

• Click + Create.
• Choose Journal Entry.
• Now, enter the date in the Journal date field to show the transaction as reversed.  
• On the printed transaction, enter the accounts in reverse order.  

Example: If the transaction you’re canceling is a bill payment, debit the bank account and then credit Accounts Payable.

• Click Save and close the window. 
• Finally, the transaction is voided. 

b. Clear the transaction on the register

Once the transaction is voided, either clear the original transaction and the reversing entry from your account register, or simply make a note to do so the next time you reconcile your account.

Note: These two transactions can be reconciled in the next reconciliation since they add up to zero and don’t change the balance when combined.

To clear the transactions on the register: 

• Go to Settings and select Chart of Accounts.
• Choose View register under the Action column of the bank account.
• Now, double-click on the space under the Reconcile Status (✓) column until C (for Cleared) appears.
• Click Save and repeat the same steps to clear the reversing entry. 

Can’t see the ✓ column?

• Select Settings (Gear icon) above the Balance column. 
• Mark the checkbox for Reconcile and Banking Status.
• Select the Gear icon again to return to the Bank Register window. 

Record a Voided Check

Voided a check? Now, let’s see how to record a voided check in QuickBooks Online so the amount is $0.00 while keeping the check number and history in the system. 

• Click on + Create. 
• Choose Check under Vendors.
• Make sure to complete the following (the other fields are optional):
  • Bank Account
  • Check #
  • Payment date
  • Account
• Now, select More and Void.
• Click Yes on the “Are you sure you want to void this?” prompt.

Conclusion 

This blog walks you through how to void a check in QuickBooks Online, detailing two methods and how to void checks from previous years. You’ll learn how to record a voided check correctly, adjust it to $0.00, and maintain accurate accounting records.

Need help voiding a check in QuickBooks? Contact QuickBookSupportNet at +1(866)500-0076 to speak with a QuickBooks ProAdvisor who can guide you through the process. 

Frequently Asked Questions 

Is it better to delete or void a check in QuickBooks?

Voiding a check is a better option in QuickBooks because it lets you retain the check number and related information while setting the amount to $0.00. However, it also depends on your personal preference whether you wish to keep the check details. 

What is the difference between voiding and deleting a transaction?

Voiding a check means deleting a check while keeping all the records in your accounting book, with the amount set to zero. Meanwhile, deleting a check removes it entirely from your financial records except for the audit trail. 

What does it mean by QuickBooks void check already issued?

Voiding a check in QuickBooks means changing its amount to zero, but keeping the original transaction record, including the check number, date, and payee.

How do I generate a voided check?

To generate a voided check: 

• Select + Create and Check under Vendors. 
• Make sure these fields are completed: Bank account, Check #, Payment Date, and Account. 
• Click on More and Void.
• On the “Are you sure you want to void this?” prompts, select Yes.