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Unable to Void a Check in CHECKS.E2 After Offsetting a Prepayment and Vendor Invoice ​

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Problem Statement ​

Users are unable to void a check in CHECKS.E2 after a prepayment and vendor invoice have been offset. This situation arises when a prepayment is issued, a vendor invoice is posted, and the two are offset. If the vendor does not receive their check, users may find they cannot void the check due to the prior offset.

Symptoms ​

  • Attempting to void a check in CHECKS.E2 fails after a prepayment and vendor invoice have been offset
  • The system does not allow the void operation due to the existing offset
  • The issue is encountered after discovering that the vendor did not receive their check

Cause ​

The inability to void the check is due to the offset transaction between the prepayment and the vendor invoice. Once the debit has been applied to the invoice on a specific check, the system restricts voiding the check directly because of the linked transactions.

Resolution Steps ​

1. Identify the Checks Involved

  • Determine which check applied the debit to the invoice (e.g., check A901)
  • Identify the check that needs to be voided (e.g., check 140404)

2. Void or Delete the Check That Applied the Debit

  • In CHECKS.E2, void or delete the check that applied the debit to the invoice (e.g., check A901)

3. Void the Target Check

  • After voiding or deleting the first check, proceed to void the check that could not previously be voided (e.g., check 140404)

Verification ​

After completing the resolution steps, confirm the following:

  • Both checks have been successfully voided or deleted in CHECKS.E2
  • The offset between the prepayment and vendor invoice has been properly reversed
  • The vendor's account reflects the correct status after the voids

Note: Always review the transaction history and consult with your accounting team before voiding or deleting checks to ensure compliance with your organization's financial procedures.

Additional Information ​

  • If you continue to experience issues with voiding checks after offsets, review the transaction links in CHECKS.E2 and ensure all related transactions are addressed
  • For complex cases or uncertainty, contact RoverERP support for further assistance