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    How do you Void a Check or Payment for an Admin or Grant Voucher?
    • 17 Jan 2023
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    How do you Void a Check or Payment for an Admin or Grant Voucher?

    • Updated on 17 Jan 2023
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    Article summary

    How do you void a check or Payment for an Admin or Grant Voucher?

    Answer:

    To void a check:

    Checks\Payments associated with a grant or scholarship voucher:
    1. Find the check\payment in the Payments tab in Accounts Payable.  
    2. Click and open the payment
    3. Click the Void Payment button on the bottom right
    4. Choose an appropriate void date which typically is the same date as the payment
    5. Select or type in a void reason.
    6. Do NOT check the checkbox to create a debit memo. 
    7. You will see reports open to post journal entries for the void. Post those entries to complete the void. Read over carefully the reports and windows that appear.
    8. You will see the voucher appear in open items. 
    • If you simply need to repay the check making a small correction that will not require a grant adjustment, you can make those changes in open items and repay the check by clicking the print check button and entering in either the same check number or a new check number. You can choose just to post the check without printing it on the check preprint report, or print it and then post to history and GL afterwards from that report.
    • If you need to make other changes that you cannot do in open items, you will need to do a grant adjustment. See the following documentation:

    Adjust Historic Grant Applications

    Grant Adjustment Helper

     
    • If you need to completely cancel the grant or scholarship, see the following:

    Administrative vouchers:
    1. If you do not plan on cutting or creating a new check or repaying the admin voucher, then you will want to remove\cancel the voucher. Please see the following:
     
          2. If you do need to repay the payment after making a change, do the following. Note that if a major change is needed, it may just be better to completely cancel it using the steps in the article in step #1 above. There are only certain changes that can be made in Open Items.
    • Find the check\payment in the Payments tab in Accounts Payable.  
    • Click and open the payment
    • Click the Void Payment button on the bottom right
    • Choose an appropriate void date which typically is the same date as the payment
    • Select or type in a void reason
    • You will see reports appear to post the journal entries for the void. Post those entries to complete the void.
    • You will see the admin voucher appear in Open Items to be repaid. There are limited changes you can make there.
    • Repay the admin voucher using the same check number or a different one as needed
    • You will reports appear to post the payment to GL, you will also see the check pre-print window where you can print the check by clicking checks\print from the menu or just post to history and GL without physically printing the check if one was already sent out or one is not needed for some reason.
    • To skip physically printing a check to a printer if a physical check is not needed, would simply skip the first step of going to Checks\print from the check pre-print report and just click on post to history and GL to post the check\payment.
    • This scenario would be if for example a manual hand check was already sent out and a voucher was not created in FIMS at that time. Later, you just created the voucher and are posting the voucher and payment in FIMS for record keeping.
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