In our next Sage 100 ERP How-to blog series, we turn our attention to how to reverse checks in Accounts Payable as well as payroll checks.

Let’s start with reversing checks in Accounts Payable.

There are two ways to reverse a check in Accounts Payable:

• Checks without Job Cost distributions
• If Job Cost is involved

If you have a check to reverse without Job Cost distributions, follow these steps:

1. Select Modules, Accounts Payable, Main, Manual Check Entry.
2. In the Bank Code field, enter the bank code associated with the check to reverse.
3. In the Check No. field, enter the check number of the check to reverse.
4. Click Yes in response to the question, "Is this a check reversal?" (See step 6 if you see a different question.)
5. Click Yes in response to the question, "Recall original invoices?" to reopen the original invoice

• or click No leave the original invoices closed. If No is selected, select the GL Distribution check box from the Lines tab, select the GL Distribution button.

• Click Yes in response to the question, "This check has been voided. Do you want to reuse check number?"
• Click Yes in response to the question, "Is this a check reversal?".
• Click Yes in response to the question, "Recall original invoices?" to reopen the original invoice

• or click No to leave the original invoices closed. If No is selected, click the GL Distribution button on the Lines Tab 

• Click Accept on the Lines tab where the invoice amount will be displayed with a negative amount.
• Print the Manual Check Register and then update Check Register.

Now if the check was for G/L distribution only, please note that an invoice will be created and posted to the vendor’s Open Invoice file aka AP_OpenInvoice.M4T. For example, the invoice number would look something like this CKxxxx, where xxxx is the check number.

If the check that needs to be reversed involves Job Cost, then follow these steps:

1. Select Modules, Accounts Payable, Main, Manual Check Entry.
2. In the Bank Code field, enter the bank code associated with the check to reverse.
3. In the Check No. field, enter the check number of the check to reverse.
4. Click Yes in response to the question, "Is this a check reversal?". (See step 6 if you see a different question.)
5. Click Yes in response to the question, "Recall original invoices?" to reopen the original invoice or click No to leave the original invoices closed. If No is selected, click the GL Distribution button from the Lines Tab
6. Click Yes in response to the question, "This check has been voided. Do you want to reuse check number?".
7. Click Yes in response to the question, "Is this a check reversal?".
8. Click Yes in response to the question, "Recall original invoices?" to reopen the original invoice

• or click No to leave the original invoices closed. If No is selected, click the GL Distribution button from the Lines Tab

• Click OK in response to the message, "J/C Invoices recalled, manual distribution must be completed" .
• Click Accept on the Lines Tab, where the invoice amount will be displayed with a negative amount.

After completing all of these steps, print the Manual Check Register and then update Check Register.

If you need to reverse a payroll check, then complete these steps:

1. Open Payroll, Main, Payroll Data Entry.
2. In the Pay Cycle and Period Ending Date fields, enter the pay cycle and date from the original check.
3. Click OK.
4. In the Employee No. field, select the employee number and press the TAB key.
5. On the Header tab, use negative numbers to enter the information from the original check in the Days Worked and Weeks Worked fields.
6. In the Print Check field, select No to indicate that you do not want to print a new payroll check for this entry.
7. Clear the Auto Ded check box to manually reverse deductions entered for the original check.
8. Select the Manual Tax check box to indicate that you are manually entering the tax information for this check.
9. Enter the following information from the original check:   Reminder: If reversing a payroll check with a prior-quarter date, you must use a check dated in the current quarter. (ex. Current Qtr/Year= 1/2014, Original Check Date=10/13/13; Check Date for Reversalmust be dated within 1/1/14 - 3/31/14) 

• Bank Code
• Check No.
• Check Date
• In the Check Amount field, type the original check amount as a negative number.
  
  
1. Click on the Lines tab, enter the employee earnings and voluntary deduction information. **See Important Notes below 
2. Complete all detail entries, and click Accept.
3. In the Manual Payroll Tax Entry window, using negative numbers, enter all applicable tax amounts.
4. Click Accept  
5. Continue processing payroll as usual.

However, if you are reversing a payroll check/direct deposit with a prior-quarter date, you must use a check dated in the current quarter. Do NOT manually change quarter/year in Payroll Options.

Next time, we will take a look at how to reverse payroll direct deposits.

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