Sage Intacct Tips & Tricks for Restaurant Groups: How to Void a Check and Re-Issue the Same Check | Tbsp

If you use Sage Intacct or are looking to implement Sage Intacct for your restaurant's accounting and financial management, there may be some features you're not taking advantage of. To help you make the most of the Sage Intacct platform, our Sage Intacct consultants, who are experts in the restaurant industry, have provided tips and tricks to help you save time, increase efficiency, and elevate your restaurant accounting to the next level.

This tip teaches you how to void a check and re-issue that same check number.

Scenario 1:

The user wants to use the same document number for the same payment method using the same bank account (Here, the payment is voided).

Procedure

To void a check:

• Go to Accounts Payable from the navigation bar.
• Click the All tab. 
• Click Registers from the menu.
• Select Check from the options provided.
• Filter for the applicable Check (s).
• Click View.
• Note the amount and check number.
• Click Void next to the Check.
• In the prompt, enter the void date in the Void payment on a date field. Do not complete the lower portion of the window if you intend to re-pay the bill.
• Click Submit.

Explanation:

It depends on the AP Configuration, wherein if the preference "If bills, checks, or adjustments are assigned duplicate numbers" is set to warn, then for the same payment method and bank, the user can't use the duplicate document number even if the bill is voided. If the preference "If bills, checks, or adjustments are assigned duplicate numbers" is set to "Do Nothing," you can use the same document number for the same payment method and bank.

Scenario 2:

The user wants to use the same document number again for other payments for the same bank account.

Establish the check number you want to use as the next check number for your Checking Account:

• Go to Cash Management from the navigation bar.
• Click the Setup tab. 
• Select Checking within Accounts within the menu.
• Edit the appropriate Checking Account.
• Select the Check Printing tab.

Note the current number in the Next check # field. 

• You'll need to re-enter this later.
• Update the Next check # field to the number of the voided Check.
• Save the checking account.

It's important to note here that all other users should be notified and should not print checks from this account at this time so they do not mistakenly issue this same check number to a different payment.

Re-pay the bill and print the Check:

• Go to Accounts Payable from the navigation bar.
• Click the All tab. 
• Click Pay Bills.
• Filter by Vendor.
• Click View.
• Specify the Amt to pay for the bill(s) in the field provided.
• Click Save.

Approve the payment if your company has an approval process established.

    Once approved, go to Print from the Accounts Payable menu.

• Select Checks.
• Choose the appropriate payment and click Print.
• Verify that the check number is correct.
• Click Confirm. 

Once the Check has been re-issued, you'll need to set the next check number on the checking account back to the correct next Check to be issued.

To do this:

• Go to Cash Management from the navigation bar.
• Click the Setup tab. 
• Select Checking Accounts from the menu.
• Edit the appropriate Checking Account.
• Select the Check Printing tab.
• Update the Next check # field back to the correct next check number to be used.
• Save the checking account.

For more information or help please reach out to a member of the Tablespoon team. Contact Tablespoon >