How to Void Old Checks in Closed Periods

STEP 1 - FIND OUT HOW THE PAYMENT WAS ENTERED INTO VISTA

  1. Find one of the checks you are wanting to clear or reissue, and the CM Ref of it
  2. Copy that CM Ref from the sheet
  3. Go to Vista > Cash Management > Reports > CM Transactions report
  4. Enter the appropriate CM Account and the CM Ref > Preview the report
  5. On the report find the column called Source
  6. If the source shows CM the check was entered through the CM module (such as CM Outstanding Entries) and is most likely an implementation entry
  7. If the source shows any other module (AP, AR, etc.) the check was process through that module (such as AP Payment Workfile or AR Cash Receipts)
STEP 2.A.FINAL - IF THE SOURCE IS CM AND CHECK NEEDS VOIDED OUT
  1. Go to Cash Management > Programs > CM Outstanding Entries program
  2. Use the appropriate batch month
  3. New Seq > choose the appropriate CM Acct (same as the original check is in) > Type is Adjust > Date it as needed (usually first day of current batch month) > CM Reference can be the same as the CM Ref from the sheet > IF it's the same, the Reference Seq will be 1 (not 0) > enter the amount in as a positive amount > description should be something about "Voiding old check" > see next step for GL Account
  4. GL Account takes a bit more comprehensive thought - what was the check originally cut for? If it was a payroll check, then you'll put 70101-00 - Salaries and Wages; if it was to a vendor for supplies then use 70701-00 - Yard Expenses; if you have any questions on what to use please feel free to email me
  5. Save the record
  6. Process the batch
  7. In CM Clear Entries this will create a transaction of the same amount as the old check, but as an "Adjust" type rather than "Chk" which net each other out to $0.00 when you clear them both.
  8. Done!
STEP 2.B. - IF THE SOURCE IS ANYTHING ELSE AND CHECK NEEDS VOIDED OUT OR REISSUED
  1. If the source is anything else other than CM (see above) or AP please let me know, and I can clear it
  2. If the source is AP, go to Accounts Payable > Programs > AP Prior Mth Payment Reversal program
  3. Use appropriate batch month
  4. Choose Payment Method Check (since all old checks were Check)
  5. CM Account is whichever account you're working on from the sheets
  6. Check / Epay# is the CM Ref from the sheets
  7. F-4 in the Seq # field and choose the latest Seq number (most of the time this will be 0)
  8. Pre-Paid Date usually is first date of current batch month (Vista will automatically mark the negative (reversing) invoice as pre-paid is what this means)
  9. Does the check need reissued? Go to Step 3. 
  10. Does the check need voided? Go to Step 4. 
STEP 3. - IF THE CHECK NEEDS VOIDED
  1. Pick up from Step 8 from Step 2.B. above
  2. DO NOT check the Create Open Transaction(s) in Batch Month box
  3. Click Update
  4. Click Post > Validate and Post the batch
  5. In CM Clear Entries, you'll now see a check for a negative amount that offsets the original positive amount, that net to $0.
  6. Done! 
STEP 4. - IF THE AP CHECK NEEDS REISSUED
  1. Pick up from Step 8 from Step 2.B. above
  2. DO check the  Create Open Transaction(s) in Batch Month box
  3. Click Update
  4. Click Post > Validate and Post the batch
  5. In CM Clear Entries, you'll now see a check for a negative amount that offsets the original positive amount, that net to $0.
  6. In your Open AP Aging you'll see a new, open invoice for that vendor which you can now go and cut a new check for. 
  7. Done!