How To Void Checks In QuickBooks Online

Voiding checks in QuickBooks Online (QBO) is a straightforward process, but it has its own set of steps compared to QuickBooks Desktop. Here’s a detailed, step-by-step guide to help you void checks properly in QuickBooks Online:

Step 1: Log in to QuickBooks Online

1. Open a web browser and go to QuickBooks Online.
2. Log in with your credentials and select the company file you wish to work on.

Step 2: Find the Check to Void

Option A: From the Transactions Menu

1. In the left-hand navigation pane, click on Expenses (or Transactions depending on your QBO version).
2. Then select Expenses or Vendors from the submenu.
3. In the Expenses tab, click the Filter drop-down and select Check as the transaction type.
4. You can also search by the Vendor Name or Amount to help narrow down your search.
5. Find the check you want to void and click on it to open the transaction.

Option B: From the Banking Menu (if you track by bank feed)

1. In the left-hand menu, click on Banking.
2. Select the appropriate bank account where the check was written.
3. Find the check from the For Review or Reviewed tab.
4. If it has already been added, you can click on it to view the details.

Step 3: Open the Check

Once you have found the check you want to void:

• Click on the check to open it and view the details.

Step 4: Void the Check

1. With the check open, you will see a More button at the bottom of the screen.
2. Click More, and then select Void from the options that appear.
3. QuickBooks will ask you to confirm that you want to void the check. Confirm your action.
   • Note: QuickBooks will automatically adjust the amounts and mark the check as voided. It will appear as $0.00 in your transaction list, and it will be noted as “Voided” in the system.
4. After confirming, the check will be voided, and a new transaction will be created to record the void.

Step 5: Review and Save

1. Once the check has been voided, QuickBooks will show the transaction with a status of “Voided.”
2. If you’re ready, click Save and Close or Save and New if you want to void another check.

Note: QuickBooks Online will automatically record the void in your books, but if the check was reconciled, you may need to review and adjust your reconciliations manually.

Step 6: Reconcile (If Necessary)

• If the check was part of a bank reconciliation:
  1. Go to Accounting > Reconcile.
  2. Ensure the voided check is properly reflected in the reconciliation by checking your reconciliation history.
  3. If it was reconciled, make sure the voided check cancels out the previous entry in the reconciliation.

Tip: Voiding a check affects your reconciliations, so always double-check your reconciliation reports to ensure the voided check doesn’t cause discrepancies.

Step 7: Verify Reports (Optional)

You can view your Voided Transactions Report for a record of all voided checks:

1. Go to the Reports menu on the left side.
2. In the Search bar, type in Voided/Deleted Transactions and select it.
3. Review the details to confirm the voided check is recorded properly.

Notes & Best Practices

• Reconciliation: If the check was previously reconciled, voiding it could affect your bank reconciliation, so make sure to check the reconciliation reports.
• Audit Trail: QuickBooks Online automatically keeps a detailed audit trail when you void checks, so it’s easy to see who voided the transaction and when.
• Back-Dating Void: If you need to void a check from a previous period, be careful of your accounting period settings to ensure it does not impact your closed books.
• Vendor Payments: If you void a payment to a vendor, you may need to issue a new check or payment to correct the transaction.