How to Void Payroll Check in QuickBooks?

How to Void Payroll Check in QuickBooks?

In a few instances, when payroll checks are given to employees, you may not want them to use these at a certain point in time. This is when you can void such documents as an employer. To void a payroll check in QuickBooks, you may need the details of your employees as well as the financial data. With similar information, direct deposit payroll checks can also be voided.
In this accounting software, along with voiding, reissuing the checks is also possible. This is particularly helpful when you need to recall the documents and clear the dues of your employees or fulfill any other purpose.

Why Do You Need to Void Payroll Check in QuickBooks?

When you issue the invoice for your customer, you may enter the wrong amount on your check. The check can also be paid to the wrong person. In such scenarios, it is favored to void that check before finalizing the transaction.

Once the check is voided, it prevails within your application’s registry account. In addition, the information or content on your checks including the number, date, and payee remains the same (as a voided transaction record) on the registry. The amount of your voided check turns to Zero (0) as well.

It is also considered that voiding the check is far better than deleting it completely. That is because the detail on the check remains in your record but not deleted from your check itself. If it is required then you can verify the check content and issue the check correctly to the considered person.

If you want to learn how to void payroll check in QuickBooks Online and QuickBooks Desktop then we will guide you in different ways.

Points to Be Considered Before Voiding Payroll Checks

Before you learn how to void payroll check in QuickBooks Desktop and QuickBooks Online, you should be aware of a few important details which are as follows:

  • If the employee is underpaid then you should issue the additional check or you can set up for an underpayment when you issue the next payroll.
  • In case you overpay the employee then you can correct the payment on your future paychecks.
  • It is not suggested to void the check if pay period error. Pay periods don’t harm the taxes as the taxes are based on the check date. If you want to solve the pay period error, you can do the following:
    • Click on the “Banking” option.
    • Click the “Use Register” option.
    • Pick the relevant bank register.
    • Click twice on your paychecks.
    • Now, add the memo with the right pay period.
    • Hit the “Save & Close”.
  • In case the check is written for the wages and it is only earned but not cashed for a longer time then it is not recommended to void the checks.
  • If the check is damaged or lost then it is not suggested to void the checks. You should issue a lost check to the Employee.
  • Also, do not void your checks if the state unemployment rate is wrong. In this case, you can refer to the SUI rate change for the Assisted Payroll.
  • In case of rejected direct deposit, you cannot void the checks. Instead, you can refer to the Direct Deposit Rejects.

These are a few conditions on which you can decide if you should void the checks or unvoid the check. Now that you are aware of certain conditions, lets’ know how can you void a payroll check in QuickBooks.

How to Void and Reissue a Payroll Check in QuickBooks?

When you are certain to void checks (based on the condition), you can proceed with the QuickBooks void payroll check procedure. But before you proceed, make sure that you take a backup. In case any error occurs in the future, you can get back your paychecks into the employee’s wages so that you can create them again.

Once the backup is taken successfully, you can continue following steps for voiding payroll checks in QuickBooks.

  • Go to the “Employees” drop-down option.
  • Then, click on the “Edit/Void Paychecks”.
  • Now, change the “Show paychecks through/from” date.
  • Here, you can click on the “Void” button.
  • Click “Yes” when prompted.
  • Do the same for the other checks you want to void.
  • Hit the “Done” button.
  • Now, click on the “Employees” located at the top.
  • Then, click on the “Send Payroll Data”.
  • Hit the “Send” button.

At this moment, you will observe that there are no paychecks for no dollars to send. The last step will help Intuit’s servers to get the void details from your QuickBooks account that you have modified the check.

How to Confirm If Payroll was Recalled?

If you have no clue how to find out if your payroll checks are voided and recalled then you can simply check them in the Memo field. To understand better, you can follow these steps mentioned below:

  • Open your QuickBooks account.
  • Click on the “Banking” menu.
  • Select the “Use Register” option.
  • Now, using the “Select Account” dropdown menu, choose your bank account for payroll.
  • Hit the “OK” button.
  • Go to the “Memo” line of your liability check and check for the message saying “Adjusted for voided paychecks”.
  • Here, the payroll debit amount will be reduced by the tax amount on the voided checks that were sent to the payroll service.
  • Also, the paychecks that are voided will display “Funs Recovered” on the same “Memo” field.

This is how you can confirm that your checks are recalled. Remember that you can void or recall the payroll until 5:00 PM (Pacific time).

How to Void a Direct Deposit Payroll Check in QuickBooks?

If you ever need to make changes to your Direct Deposit check once it is sent then first you need to void the check you have sent. Thereafter, you can create a new one to send.

Note: Make sure you make a Direct Deposit offset item. Doing so, the employee will not receive the second amount of Direct Deposit. In addition, it is not suggested to edit the paycheck that has been sent. This may prevent the check from being voided.

Now, let’s know how to void a direct deposit payroll check in QuickBooks with Assisted Payroll. Make sure that you back up the data before moving forward.

  • Go to the “Employees” drop-down option.
  • Then, click on the “Edit/Void Paychecks”.
  • Now, change the “Show paychecks through/from” date.
  • Here, you can click on the “Void” button.
  • Click “Yes” when prompted.
  • Do the same for the other checks you want to void.
  • Hit the “Done” button.
  • Now, click on the “Employees” located at the top.
  • Then, click on the “Send Payroll Data”.
  • Hit the “Send” button.
  • At this moment, you will observe that there are no paychecks for no dollars to send. This step will help Intuit’s servers to get the void details from your QuickBooks account that you have modified the check.
  • Then, click the “Send All” button.
  • Enter the “Payroll Service PIN”.
  • Hit the “OK” button.

Once you are done following these steps, the direct deposit check will be voided. However, you need to remember that voiding the paycheck is different a voiding other types of checks. Paychecks have liability calculations and tax and this can be affected once the check is voided.

How to Undo a Deleted Check in QuickBooks?

Although you void the checks to prevent them from deleting entirely. But what if you delete the checks in QuickBooks mistakenly. In this scenario, reversing your actions can be beneficial.

However, it totally depends on how your checks were deleted. Transactions that you deleted intentionally display in the QuickBooks Audit Trail. This can be recovered just by entering the information again.

Those transactions that you lose accordingly due to loss of data can be retrieved by using the backup. In the following discussion, we will discuss how you can restore the deleted checks in two different ways.

Method 1: Recover Deleted Checks using the Audit Trail

Audit Trail feature helps you to prevent scams by capturing the time, date, and the user who deleted or altered the transaction details. By using this feature, you can go through the transaction and recover the relevant one.

Let’s know how to recover deleted check in QuickBooks in the following instructions:

  • Go to the “Reports” option located at the top.
Report - oid Payroll Check in QuickBooks
  • Scroll down and select the “Accountant & Taxes” option.
  • When you see a side menu, go to the “Audit Trail” tab. Here, you will see all the added, deleted, or altered transactions.
  • Select the “From” date range and pick the day you think the transactions were altered or deleted.
  • For the “To” field, you can select the same day or any other specific date either. You can also filter the checks by month or week.
  • Hit the “Refresh” option. Here, you will find all the transactions based on the date range you have applied.
  • Now, scroll through the transactions list and click twice on the check that was removed.

Tip: You can make a note for each transaction item. The Audit Trail is classified by the transaction type, the user (who already the transaction), date (when the check was created or changed).

  • At this point, you can re-enter the transaction details.

This is how you can reverse your deleted transactions using the Audit Trail. If you have deleted the invoice accidentally then you can make a new invoice with the same details that are mentioned in the deleted transaction.

But, if you removed the bill payment or bill in particular then it is suggested to make a new bill or bill payment and add the details as same as the deleted bill.

Method 2: Recover Deleted Checks using the Backup Files

Another method to retrieve the deleted transactions is to use the latest backup files. If you have taken a backup before of your transactions then it is pretty easy to recover the transactions.

To know how to recover deleted check in QuickBooks, you can pursue the steps mentioned below:

  • Go to the “File” menu.
  • Scroll down and click on the “Open or Restore Company” button.
  • Now, select the “Restore A Backup Copy” option.
  • Hit the “Next” button.
  • At this point, you will be prompted if your backup is saved locally or online. So, if you have stored the backup to a flash or external drive, then click on the “Local Backup” option.
  • Click on the “Next” button.
  • Pick the latest backup saved on your device.
  • After selecting the backup location, click the “OK” button.
  • When you find the recent backup, double click on the backup and hit the “OK” button.
  • Now, pick a location in order to save the copy of the backup.
  • Once you find the backup file, you will be prompted to mention where you want to save your new QB company file.
  • You can select the default location of your flash drive or external drive that you are using.
  • Click the “OK” button.
  • Now, open the file and verify if the deleted transaction is available.
  • Then, you can re-enter the check details that were added during the time when the transaction was deleted as well as the time you recovered them.

Once you are done following the steps, you can easily recover your lost or deleted transactions. Thereafter, you can re-enter the data based on the deleted check in order to save it on your account.

How to Find Deleted Checks in QuickBooks?

The deleted or voided checks can be seen in the history of a specific customer. This can be useful to identify who and when the transactions were deleted. However, it does not show the modifications in address and phone numbers.

If you want to know how to find a deleted check in QuickBooks, check out the following steps:

  • Click on the “Reports”.
  • Go to the “Accountant and Taxes” option.
  • Click on the “Voided/Deleted Transactions Summary”.
  • Now, on the first tab named “Display”, you can check off the options for the following:
    • Entered/Last Modified
    • Last modified by
    • Date
  • Then, switch to the next tab; “Filters”.
  • Check the “Name” option and pick the relevant customer.

These are the steps for how to find a deleted check in QuickBooks. All you have to open the transaction summary and check off the few options to find the history of a specific customer.

Final Verdict

Voiding a check can be a smart move as it prevents your checks from deleting it entirely. However, you need to understand what condition you are voiding your checks. In this guide, we have taught you how you can void payroll checks and void direct deposit payroll checks.

By chance, you delete your checks then you can restore all the deleted transactions either using the Audit Trail or with the most recent backup file (if taken before). If required then you can view the deleted transaction history as it lets you know who and when the transaction was deleted.

We hope you find this guide beneficial for voiding the checks and restoring the deleting transactions.

Apart from this, if you are looking for more interesting guides on QuickBooks then follow the links specified below:


How to reissue voided paycheck in QuickBooks?

You may void a check in the software through the “Banking” tab. As you press “Use Register”, the option to void will be available. Now, to reissue this check, you can only use the “Create (+)” option. Hit the option of “Checks” and use the data of the voided check to make a new one.