Overview
Use this job aid to reverse payroll calculations and remove the withdrawal transactions so that the check numbers may be re-issued. You should use this job aid to correct inaccurate time cards or to re-run the payroll for the pay period. Since this job aid assumes that the reversal occurs on the same date as the check date for ledger purposes, the balance in the ledger is unaffected. If you discover a problem with the payroll after the checks have been distributed and the system (summary) journal entries have been posted to the general ledger, you will need to make a manual journal entry to the general ledger to record the reversal.
Occasionally you may need to reverse certain payroll checks and re-issue the same check numbers. For example: you printed the checks on plain paper or the forms jammed in the printer. Sometimes when check forms jam, a few checks may actually be printed on the same form and several checks forms are blank. Since the check numbers are assigned in the files, you must reverse them and start with the Prepare Payroll option again. The check forms that were not printed on may be used in the next run. In this situation, you may need to make two reversals — one for the check numbers that are printed on and one for the checks numbers not printed on.
To reverse checks:
From the Toolbar, click PAY for Payroll.
From the Payroll menu, select Payroll Calculations, and then select Reverse Checks.
In the Check Location Code, click Lookup or type * and press Enter, and then select the location code you want to remove this payroll from, or type the location code you want to remove this payroll from.
In the Bank Code box, click Lookup or type * and press Enter, and then select the bank code you want to remove the withdrawal transaction from, or type the bank code you want to remove the withdrawal transaction from.
In the Pay Period Ending Date box, the date of the last payroll displays and can be overridden.
In the Void Date box, the check date of the last payroll run displays and can be overridden. If the check date and the void date are the same, there is no effect to the general ledger
In the Beginning Check Number box, type the document control number of the first check you want to reverse.
In the Ending Check Number box, type the document control number of the last check you want to reverse.
Click OK.
In the Re-Issue These Check Numbers? box, type Y to delete the withdrawal transactions from the bank code in order to allow re-use of the same document control number, or type N to generate a transaction with off-setting dollar amounts and set the status on both the original and generated bank transactions to V for void.
At the Calculations Will Now Be Reversed - Continue? prompt, click Yes.
Click OK.
In the Printer box, type the number associated to the place you want your checks to print to.
In the Print Type box, type the number associated to the characters per inch to print the checks in. The default for this box is 1.
In the Copies box, type the number of copies of the checks you want to print. The default for this box is 1.
In the Pages From and To boxes, type the page number range you want to print the checks for. Leave the boxes blank to print all pages.
Click OK.
In the Voucher Due Date box, the check date displays and can be overridden. The Ledger Date, Voucher Date, and Due Date boxes on the federal, state, and local tax reversal vouchers are assigned the date in this box.
Click OK.
In the Voucher Number box, the next document (control) number displays and can be overridden.
Click OK. Separate reversal vouchers are generated in Accounts Payable for the federal taxes, state taxes, and local taxes.
Click Cancel.
Click OK.
