Voiding Payroll Batch or Voucher

You can void payments in PrismHR, either a single check or a whole batch, using the Void and Reissue Checks form.

During this process, the system voids the original check and issues a new check number that is effective on the date it was processed.

Important! You cannot void and reissue a reconciled check. If a check is set to R (reconciled) status and you try to void and reissue it, the following error message displays, "This check is already reconciled and cannot be reissued." Also, if you enter a voided check number in this form, an error message displays, "This check is already voided and cannot be reissued."

To void payments and reissue a check:

1.

Access the Void and Reissue Checks form on the Payroll|Action menu.

2.

Enter or select the original voucher in the Payroll Number field and note the Check Number and Pay Date (for example, check number 8216, and pay date 02/02/2024).

Note: Enter or select the Bank Account associated with the original check number to display other data, including the pay date information.

3.

Click Void and Reissue Checks.

4.

After the system voids and reissues the check, access the Payroll History form on the Payroll|View menu.

5.

Select the Payroll Number where the original check was processed. The Payroll Summary form displays.

6.

Select the Summary icon () next to the Payroll Number. The Payroll Reports form displays.

7.

Locate the voided and reissued payment and select the Open File icon (). A browser window opens.

8.

Select Open file to download the file. The reissued check displays a new check number and pay date in the Time Sheet Report.

Note the following:

•

You cannot void and reissue a reconciled check. If a check is set to R (reconciled) status and you try to void and reissue it, the following error message displays, "This check is already reconciled and cannot be reissued." Also, if you enter a voided check number in this form, an error message displays, "This check is already voided and cannot be reissued."

•

Employees who are paid using pay on-demand processing have an invoice amount that is debited on the ACH file. However, if you void the pay on-demand voucher, the invoice amount displays as a credit on the ACH file.

Note the following:

•

If you run the pay on-demand process (that is, you generate a file) and then you complete a void, no changes occur in the history file.

•

If you do not generate a file and a void occurs, then the system does not include the voucher in the next file creation.