by Sunburst Software Solutions, Inc.
Archives by Month

QuickBooks Payroll Tip – Voiding Paychecks

Print Friendly, PDF & Email

A QuickBooks payroll tip about voiding paychecks – you should be very careful when choosing to void a paycheck because payroll checks have associated tax and other liability calculations and payments that need to be taken into consideration and it will result in changing payroll year-to-date amounts.

QuickBooks payroll tipsA common, and acceptable, reason to void a paycheck would be if the employee or someone else in your company notices an error on the check before it is cashed – in this situation voiding the check is acceptable because it will not have a negative impact on payroll liability calculations – because those liabilities have not yet been paid.

Be VERY careful about voiding a check if the employee has never picked it up – or it cannot be delivered to the employee because as an employer you have certain responsibilities regarding unclaimed paychecks.

You’ll find that there are several ways in which to make corrections to a paycheck that has already been printed, but not given to the employee OR given to the employee but not yet cashed; this is the method that I recommend:

Open the QuickBooks check register, find the check that you wish to void, click on the line entry to highlight/select it, right-click on the entry and choose the Void Paycheck option.

You can then make any timesheet entry changes, if necessary, and reissue the check by going to the Payroll Center and selecting the Unscheduled Payroll option.

Another method would be to simply open the paycheck in QuickBooks, make the necessary changes and reprint the check, giving it a new check number.  This method leaves you with having to also record the already printed check as a voided check

  • by opening the Write Checks window
  • entering the check number of the check to be voided
  • setting the correct date
  • selecting the employee name and then dealing with a warning message about  “If you want to create a paycheck for this employee, please use the built-in payroll features”
  • clicking the Edit menu and choosing the Void Check option

You will also need to go back and make changes to the Employee Weekly Timesheet, if applicable.  This method creates a lot of extra work and some of the necessary steps may be overlooked – which is why I’m not fond of it.

About Your Host:

Nancy Smyth, Certified QuickBooks ProAdvisor

Nancy Smyth, Sunburst Software Solutions, Inc.
QuickBooks Construction & Payroll Expert

I've been using and supporting QuickBooks products since the early 1990's. I've worked with thousands of contractors, assisting them with QuickBooks setup, Certified Payroll Reporting requirements, AIA Billing and Weighted-Average Overtime.

QuickBooks is a powerful product, but learning how to use it in your construction business can be difficult. I hope you find resources available here to be helpful.

Top QuickBooks blogs to read in 2018
We've been selected by TSheets as a Top QuickBooks blog to read in 2018!
Stay updated!

Sign up to receive our latest QuickBooks Tips, Tricks & News via email:

Enter your email address:

Delivered by FeedBurner

We promise NOT to sell, rent, or otherwise distribute your name and email address!

FREE 30-Day Trials

Request FREE 30-day Trials of QuickBooks add-ons for Certified Payroll, AIA Billing & Payroll Wage Management. Save time and increase accuracy on time-consuming error prone tasks; so you get paid on time!

Free 30 day trials of QuickBooks integrated add-ons for certified payroll, aia billing and weighted-average overtime

Certified Payroll Training:
Learn how to complete a Certified Payroll (Prevailing Wage) Report and fulfill your reporting requirements - 2 hour recorded webinar - $99.99. Click here for more info.

certified payroll requirements webinar
QuickBooks Training

Frustrated with QuickBooks?

QuickBooks Premier ContractorLearn how to get the MAXIMUM possible results from QuickBooks in your construction business! Visit our new QuickBooks training website, Learn to use QuickBooks in your construction business.

QuickBooks Time Tracking

Save 10%/FREE 14-day trial!

QuickBooks Time Tracker