How to Void a Check in Sage 50 Desktop

In this article, we will go through how to void a check in Sage Desktop.  There are several reasons why a business might need to void a check. One common reason is that the check was lost or stolen before it could be deposited, which poses a risk of unauthorized use or fraud. Another reason is issuing a check with incorrect information, such as the wrong payee, amount, or date – voiding the check allows the error to be corrected and prevents accounting discrepancies. Sometimes, a duplicate check is issued for the same invoice or expense by mistake, and voiding one of the checks ensures the recipient isn’t overpaid. Checks may also be voided if they are never cashed, often due to becoming stale-dated after 90 or 180 days. Additionally, a check might no longer be needed if the payment was canceled or refunded, such as in cases of returned goods or service cancellations. During bank reconciliations, if discrepancies are discovered, voiding a check can be part of the correction process. Vendors or employees may also request a check to be voided and reissued if the original was damaged, lost, or otherwise unusable. Occasionally, checks are created in error during system testing or training, in which case voiding them prevents them from affecting actual financial records. Finally, if the check is from a closed fiscal period and cannot be deleted without altering past records, it may need to be voided and adjusted in the current period to maintain accurate and auditable books.

Step 1: Open Sage 50

1. Launch Sage 50 Desktop and log in to your company file.
2. Make sure you are logged in with sufficient access rights to edit transactions.

Step 2: Open the Check Register or Payments Window

You can locate the check using one of the following methods:

Option A: Through the “Write Checks” Window

1. Go to the top menu and select:
   Tasks > Write Checks.
2. In the Write Checks window, click the List button at the top.
3. This opens the list of all written checks for the selected bank account.

Option B: Through Account Reconciliation

1. Go to Tasks > Account Reconciliation.
2. Select the Bank Account that the check was written from.
3. Use the list to locate the check by number, date, amount, or payee.

Option C: From Vendor Transactions

1. Go to Vendors & Purchases > Vendor List.
2. Select the vendor who received the check.
3. In the vendor record, go to the Transactions tab and look for the check.

Step 3: Open the Check to Void

1. Once you locate the check, double-click it to open the check entry screen.
2. Verify the check details (check number, payee, amount, date, and account).

Step 4: Void the Check

Sage 50 does not have a single “Void” button like QuickBooks, but you can void checks by zeroing out the amount and saving the transaction.

     To Void the Check Properly:

1. Set the check amount to $0.00.
2. In the description or memo field, enter:
   VOIDED – [reason if applicable].
3. Optionally, add a void date (such as today’s date) to the memo.
4. If there are distribution lines in the bottom grid, set their amounts to $0.00.
5. Make sure no General Ledger (G/L) accounts are being affected (i.e., no debits/credits will post).
6. Click Save.

Step 5: Maintain Check Number Sequence (Important)

• Do not delete the check unless instructed by your accountant.
• Voiding the check and keeping the number preserves your audit trail and ensures check numbers remain in order.

Step 6: Confirm It Was Voided

To verify the void:

1. Go to Reports & Forms > Accounts Payable.
2. Run the Check Register or Disbursements Journal report.
3. Locate the check — it should show as $0.00 with your void memo.

Step 7: Reconcile (if needed)

If the check was previously cleared or reconciled:

1. Go to Tasks > Account Reconciliation.
2. Locate the voided check and make sure it’s handled correctly in your reconciliation.
3. If discrepancies occur, consult your accountant before editing prior reconciliations.

Tips & Best Practices

• Never delete checks from closed periods. Always void them for proper audit and financial history.
• Use a journal entry if you’re voiding a check from a closed or prior fiscal year (ask your accountant).

Keep memos detailed, especially when voiding checks related to vendor payments, payroll, or refunds.