How to void a check in QuickBooks

Did you know that 35.8 billion dollars are deposited from checks every day? As they’re a key part of keeping your business alive, it’s crucial to know your way around checks in your accounting software.

As much as you’d like to avoid it, sometimes you have to void checks when you notice errors or discrepancies in your QuickBooks account.

Keep reading for a step-by-step guide on how to void a check in QuickBooks, so you can keep your financial records accurate.

When to void a check in QuickBooks

Before getting into how to void a check in QuickBooks, let’s go over some of the instances that call for it. 

Original check not recorded

There are some cases where you’ll issue a check that, for whatever reason, is never recorded in your QuickBooks account. 

You can easily issue another check with the same identification number, but that would ruin your check register.

To fix this, enter a voided check to make it clear that your team shouldn’t use that check number again.

Duplicate entry

Mistakes happen, and you might accidentally enter the same check into QuickBooks more than once. A duplicate entry distorts your financial reports and creates confusion when reconciling accounts, so it’s best to deal with it as soon as you notice.

In the case of a duplicate entry, voiding the check eliminates any double-counting of funds and keeps your records accurate.

However, while voiding the check will fix your problem, it’s better to delete the duplicate entry. In the future, having a voided check in your records might lead to confusion if it also exists in your system unvoided.

Fraud prevention

Properly voiding checks serves as a proactive measure for fraud prevention, keeping your business finances secure and legitimate. 

Incomplete or incorrect checks leave you vulnerable to check fraud, so it’s important to void them in QuickBooks as soon as you notice something suspicious.

It’s crucial to take immediate action if you suspect fraudulent activity, such as if someone:

• Tampers with the check.
• Attempts to cash the check without authorization. 
• Gives you an illegitimate check (i.e., stolen or forged).

Voiding the check in QuickBooks invalidates it, rendering it useless and preventing any unauthorized access to your funds. This also helps you maintain an accurate audit trail, keeping you out of legal trouble.

How to void a check in QuickBooks: Step-by-step video tutorial

Voiding a check in QuickBooks is easy when you know where to look.

How to write a new check in QuickBooks

Writing a new check in QuickBooks is simple yet slightly different depending on your QuickBooks version. 

In QuickBooks Desktop

1. From the “Banking” menu, click “Write Checks”. 
2. Select “Create Check…” on the left.
3. Fill out these fields:
   1. Pay to the order of: The name of the person who’ll cash the check. If it’s a vendor with an open purchase order, a prompt will ask you to confirm if you want the items. 
   2. Bank Account: The account number where the money will be taken from. 
   3. Date: The date when you issued the check.
   4. $: The dollar amount of the check.
   5. Address: The payee’s address. If you’re adding a new name, you also need to enter an address.
   6. Memo: An optional note or message to print on the check.
4. Click “Save”.

In QuickBooks Online

1. Go to “+ New”, then select “Check”.
2. From the “Payee” dropdown menu, select who you want to address the check to.
3. From the “Bank Account” dropdown menu, click the account you want the money to come from.
4. Fill out the rest of the fields accordingly (date, address, amount, memo, etc.).
5. Click “Save and close”.