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Appendix B: Void Checks
SchoolBooks handles three kinds of void checks through Manual/Void Check Entry:
1.
Void a check that has never been written. You want to void a check that had coffee spilled on it, or that was unusable for
some other reason. You enter it into Manual/Void Check Entry so you will have a complete record of every SINGLE check even void checks. This check will be entered with a zero amount and use the date you voided it as the check date. For more
information, see the section in Chapter 10.
2.
Void a check that was previously written. When you enter a check into Manual/Void Check Entry, the system checks to
see whether it can find the check number in the SchoolBooks check history file. If it finds the check number as a previously
written check, the system assumes that you want to void the check. SchoolBooks prompts you "Check has been recorded.
Do you want to reverse it? Yes/No". The system remembers the amount of the check and the G/L account distributions for
this check. The system will display the header and detail records for this check - all with negative values. If you want to
reverse this check, click on "Yes" - that it's correct. For more information, see the section in Chapter 10.
3.
Void a check that was entered as outstanding. When you want to void a check that was entered through Opening Bank
Checks when you first began using SchoolBooks, you must make an Adjustment. Enter the check amount as a positive
amount (you‟re increasing the amount of cash). For more information, see the section in Chapter 10. XXX
SchoolBooks allows you to void a check that was written three months ago with a “Void Date” of today. For example, let's suppose you
wrote a check for $100.00 on Sept 15. Now, here we are in November and you discover the check was lost in the mail. You have
already balanced your bank statement for September and October, showing this check as outstanding. SchoolBooks voids the check
as of today (Nov 10th) by creating a negative entry for this check. If you print the Cash Disbursements Report from 9/1 to 9/30, you'd
see the $100.00 check listed. If you print the Cash Disbursements Report from 11/1 to 11/30, you'd see the check listed as -$100.00
and the voided amount, too, with the proper void date.
SchoolBooks handles void checks through Computer Check Printing.
How checks damaged during check printing are voided:
1. After SchoolBooks prints checks, the system prompts you "Did all checks print correctly?" If you answer "Yes", the system
assumes that all the checks printed correctly and will allow you to update them to the General Ledger after you print the
Journal and answer "Yes" to update.
2.
If you answer "No", the system assumes that something happened during check printing and that some or all of the checks
have been ruined. The checks may have become jammed in the printer, checks got out of alignment, you put them in
backwards, etc. The system displays several Check Reprint Options, as follows:
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SchoolBooks User Guide