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Voiding Vendor Payments & Common Issues with Voiding Payments

Sometimes a vendor bill or expense needs to be corrected due to inaccurate amounts, incorrect dates, or other issues. This article walks you through the steps to void a payment so you can make the necessary edits to a bill.

Written by Jeremy Powers
Updated today

Step 1: Gather Payment Details

Before voiding a payment, note the following information:

  1. Checking account used

  2. Payment date

  3. Check or wire transfer number

Having this information will make it easier to locate the transaction.
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Step 2: Void the Payment

  1. Navigate to Accounting > Checkbook

  2. Select the appropriate checking account

  3. Choose the month in which the payment was made

  1. Locate the check or wire transfer in the list of transactions

  2. Click the underlined date for the transaction

  3. Select “Void”

Once the payment is voided, the bill will become editable.

Step 3: Edit the Bill

After voiding the payment, you can return to the vendor bill and make the necessary corrections or voids.

Important Note on Fiscal Periods

Voiding a payment in a different fiscal period than the original transaction will impact financials in the period where the void occurs.

If you void a payment in the wrong period:

  1. Return to the Checkbook

  2. Enable “Show Voids”

  3. Click the underlined date of the voided transaction

  4. Select “Unvoid” to restore the payment

Common Issues & How to Resolve Them

1. Error: Posting Prior to Latest Reconciliation Date

Message:
“Entries cannot be posted that affect a cash/credit card account prior to its latest reconciliation date.”

What it means:
The transaction you’re trying to create would impact a previously reconciled period, which is restricted to maintain accuracy.

What to check first:

  • Confirm the transaction date and fiscal date are correct

If you must post to a prior period:

  1. Go to Settings > Accounting Settings > Fiscal Month tab

  2. Enable:
    ​“Allow posting prior to the Calendar Date of the Last Cash Reconciliation”

  3. Complete your transaction

  4. Disable the setting afterward to prevent unintended changes

Note:
Changing reconciled periods can impact financial reports. Always review with your accounting team.

2. Error: Cleared Check Cannot Be Voided

Message:
“A check that has cleared a bank reconciliation cannot be voided.”

What it means:
The check has already been reconciled, and the system prevents changes to protect reconciliation integrity.

If you still need to void the check:

  1. Go to Settings > Accounting Settings > Fiscal Month tab

  2. Enable:
    ​“Allow unclearing of checkbook/credit card entries”

  3. Void the payment

  4. Disable the setting once complete

Note:
As with other reconciliation changes, review the impact carefully with your accounting team.

Need Help?

If you run into any issues while voiding a payment, contact support at support@designmanager.com.

To help speed up resolution, include:

  • Transaction number

  • Transaction amount

  • Transaction date

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