How to Void an Accounts Payable Check in Sage 100 ERP (fka Sage ERP MAS 90 and 200)

First, what you refer to as “voiding” a check in Accounts Payable isn’t called voiding a check in Sage 100. In Sage 100, it’s called reversing a check. This is an important distinction because a voided check in Sage 100 is one that was never issued by the system. A check reversal is just that; it’s the reversal of a check.

Here are the steps for reversing a check in Accounts Payable:

What happens when you reverse a check in Sage 100 (void a check)? Well, you are presented with three options:

  • Is This a Check Reversal?
  • Recall Original Invoices?
  • GL Distribution Only?

These three options create four different scenarios. Here is a detailed description of those scenarios and their results:

  1. If you select Yes to “Is This a Check Reversal?” and Yes to “Recall Original Invoices?” and do not click the “GL Distribution” clip_image001 button then the check will be reversed and the invoice will be reopened as a current open invoice in AP.
    1. How Accounts Payable is affected:
      1. The check shows up as a positive amount and as a negative amount (netting to a zero balance).
      2. The original AP invoice shows up as open with two positive amounts and one negative amount
        (netting to the balance of the original invoice amount).
    2. How General Ledger is affected:
      1. The cash account is debited
      2. The AP account is credited
  2. If you select Yes to “Is This a Check Reversal” and No to “Recall Original Invoices” and do not click the “GL Distribution” gl_dist button then the check will be reversed and the user will have to enter the invoice information (i.e.: reopen any invoice you want) on the lines tab.
    1. How Accounts Payable is affected:
      1. The check shows up as a positive amount and as a negative amount (netting to a zero balance).
      2. The original AP invoice shows up as open with one positive amount and one negative amount. The invoice information entered at time of reversal shows up as open with one positive amount.
      3. The selected invoice’s balance is increased by the amount of the check.
    2. How General Ledger is affected:
      1. The cash account is debited.
      2. The AP account is credited.
  3. If you select No to “Is This a Check Reversal?” and enter the check information as an opposite of the original check then a negative check is added to the vendor’s record. The user also has to enter the invoice information (i.e.: reopen any invoice you want) on the lines tab.
    1. How Accounts Payable is affected:
      1. The check shows up as a positive amount and as a negative amount.
      2. The original AP invoice shows up as paid with one positive amount and one negative amount. The invoice information entered at time of reversal shows up as open with one positive amount.
    2. How General Ledger is affected:
      1. The cash account is debited.
      2. The AP account is credited.
  4. In any scenario above, if you check the “GL Distribution Only option then the check is reversed and the user has to enter the General Ledger information on the lines tab.
    1. How Accounts Payable is affected:
      1. The check shows up as a positive amount and a negative amount.
      2. The original AP invoice shows up as paid with one positive amount and one negative amount.
      3. A new AP invoice is created with a positive amount and a negative amount.
    2. How General Ledger is affected:
      1. The cash account is debited.
      2. The AP account is credited.

12 Responses to How to Void an Accounts Payable Check in Sage 100 ERP (fka Sage ERP MAS 90 and 200)

  • Rudy Turner says:

    Hello..my coworker was attempting to reverse a check using Manual check entry in MAS200 and when she tried to reselect the invoices they were not there in the queue. I don’t believe the invoices were backed out properly. Can you help???

  • C. Riley says:

    Dear Sir,

    What happens when you delete ac check in Mas90?
    I have posted a check in mas90. The AP and the check register are updated. However, the check does not appears in the General Ledger Bank account. Why would this happen? My bank reconciliation is inaccurate by the amount of the check. I tried reversing the check and reentering it. But the impact is the same.

  • Renee or Ana says:

    a check was written by a specific amount and was voided but still showing up on my debit side. we had to rewrite the correct check and those transactions balance. But, I still have the other check and I cant find a way to remove that transaction from my account detail report. it states I still have a balance for that amount.

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