When voiding or undoing checks in VRM it is not done one way for every check, it depends on the situation. The payables on a check behave differently depending on whether the check is undone or voided.
Undoing a check:
We generally don’t recommend that you undo a check except under specific circumstances because:
1. When a check is undone that means the check is completely removed from the VRM system as if it never existed.
2. If a check is undone that has multiple payables on it VRM cannot see which payables were on the original check, for example, a housekeeping check. In this case it will be very difficult to replicate the original check.
3. The payables on the check go back out to the check queue when a check is undone. When this happens you won’t be able to differentiate between new payables and the ones that were on the original check.
The only time a check should be undone is if you have the check in hand AND you have not sent out your owner statements.
1. NEVER undo a check that has already left your possession. If an owner, vendor or member reports a lost check and that check is undone in VRM then they find the check and cash it, there is no history of that check in VRM and this can result with double payment. This is a very common occurrence.
2. NEVER undo a check after your month is closed (I.e., the owner statements have been mailed). You will change all of your account balances and reconciliation will be a challenge. This includes checks brought back to you by owners requesting a correction. These should ALWAYS be voided.
Voiding a check:
When voiding a check the payables on the check go back to the account from which they originated.
1. The payables on a voided owner check go back into the owner account as of the date the check is voided.
2. The payables on a voided refund check to a guest/member revert back to the account of origin (usually Prepay or Damage Deposit) as of the date the check is voided.
3. The payables on a voided vendor check return to the account from which they were originally expensed.
a. A voided payable from a work order sends the money expensed out on the work order back to the account of origin and the work order back to the work order list in the "completed" but not "approved" status. This then allows you to correct and re-approve the work order.
b. If a vendor check is voided the money the money reverts back into the account of origin as of the date the check is voided.
c. When a check associated with an expensed work order is voided, the work order returns to the work order queue in "completed" but not approved status.
i. The work order can be edited and re-expensed.
ii. The work order cannot be deleted because it is associated with a voided check.
iii. A work order associated with a voided check can be expensed out of the system as a $0.00 work order.
Voiding Checks:
We generally recommend that the check print date match the date the payables are expensed in order to avoid some reconciliation issues that occur when the print date is later than the payables expensed date. Voiding a check requires some consideration.
1. The Select Payable Void Date "Date Originally Expensed" should only be used if
a. The original check has never left your possession.
b. The check print date is the same as the date the items were expensed on that check.
1. Example, if you expense a management account as of 1/31/2013 then print the check on 2/4/2013, if that check is voided as of the Date Originally Expensed then the check would be voided before it was printed. This will cause a difference in the bank reconciliation.
2. If a check has already left your possession it should be voided as of the date that you are notified that it was not received. For example, if an owner calls to tell you that they never received a check from December 2012, then you would want to void that check as the current date and on the void check screen, choose the Select Payable Void Date "Void Check Date". The payable(s) on the voided check will be posted back into the owner account as of the current date and will not alter previously mailed owner statements.
3. When reissuing the check, you would reissue on the current date, also to avoid altering earlier statements and to ensure that the owner receives notice of you actions on the current statement.
If you are unsure about how to void a check or to undo a check send a help ticket to the help desk for assistance.