How to Void Checks In QuickBooks Desktop

Voiding checks in QuickBooks Desktop is a straightforward process, but the exact steps can vary slightly depending on whether the check has been issued, cleared, or needs to be voided from a previous period. Here’s a detailed, step-by-step guide to help you void checks properly in QuickBooks Desktop:

Step 1: Open QuickBooks Desktop

Make sure you’re logged in to the correct company file with the necessary permissions to edit transactions.

Step 2: Locate the Check to Void

Option A: From the Check Register

1. Click Banking on the top menu bar.
2. Select Use Register (or press Ctrl + R).
3. Choose the appropriate bank account from the list and click OK.
4. Scroll through the register to find the check you want to void.

Option B: From the Check List

1. Click Edit on the top menu bar.
2. Select Find (or press Ctrl + F).
3. In the Find window:
   
   • Click the Advanced tab.
   • In the Filter list, select Transaction Type > choose Check.
   • You can also filter by Name, Amount, or Date to narrow the search.
   • Click Find and select the correct check from the list.

Step 3: Open the Check

• Once you locate the check, double-click it to open the transaction details.

Step 4: Void the Check

There are two methods to void a check:

Method A: For Current Period or Unreconciled Checks

1. With the check open, click the Edit menu at the top.
2. Select Void Check.
3. QuickBooks will zero out the amounts but keep the check number and payee for audit trail purposes.
4. Click Save & Close.

Tip: QuickBooks will prompt you to record the void in the current accounting period. Proceed if this won’t affect closed books or reconciliations.

Method B: For Prior Period or Reconciled Checks (Use Journal Entry)

1. Open the check as above.
2. Write down the original date, amount, account(s), and payee.
3. Close the check without editing it.
4. Go to Company > Make General Journal Entries.
5. Create a journal entry dated in the current period:
   • Debit the original expense account (or accounts).
     Credit the bank account the check was written from.
   • Add a memo like: “Voiding Check #1234 issued to Vendor Name on [Original Date]”.
6. Click Save & Close.
7. This preserves the historical data while correcting your books in the current period.

Step 5: Reconcile (If Necessary)

• If the check had already cleared the bank, be careful: voiding it may affect your bank reconciliation.
• When reconciling, make sure both the original check and the journal entry appear and cancel each other out.

Notes & Best Practices

• Audit Trail: Voiding preserves the audit trail (especially if done via journal entry).
• Back-Dated Checks: Avoid voiding checks directly if they affect closed periods. Use journal entries instead.
• Reconciliations: Always check the reconciliation status before voiding.
• Reports: Review your “Voided/Deleted Transactions” report: Reports > Accountant & Taxes > Voided/Deleted Transactions Summary for tracking changes.