If you have made an error when creating or printing checks, you may think you need to void or purge the check. Voiding cancels the check leaving it available to view in the bank register. Purging removes the check from the system as if it was never entered. Use the guidelines below to help you determine when voiding or purging a check would be the appropriate course of action:

  • Void the check in the bank register under these circumstances:
    • The physical check is ruined.
    • The physical check is not ruined, but is incorrect and needs to be reprinted. For example, if it is written to the wrong vendor or for the wrong amount, or if it is returned by a vendor for a replacement check.
    • You do not want to use the actual check, but you want to show the check as used in the bank register. For example, if the check number is out of range and will not be used, or if your internal policies and procedures mandate it.
  • Do not void the check in the bank register under these circumstances:
    • The invoice was charged to the incorrect expense account(s). Adjust the invoice distribution.
    • The vendor address is incorrect or did not print. The check can still be used without a window envelope.
    • The check is recorded as the wrong number in the bank register, but the check is not ruined. In this case, you can renumber checks.
    • If only the post date or post status is incorrect, and the check is unposted, change the post status or post date.
  • Purge the check under these circumstances:
    • The check is recorded in the bank register and you need to reuse the check number. For example, you printed the check to blank paper. In this instance you should void and purge the check.
    • Only the post date is incorrect, and the check is posted. Void and purge the check and enter it again with the correct post date.
    • You need to remove the check number from the bank register.
  • Do not purge the check under these circumstances:
    • You want the check to show as used in the bank register.
    • If your internal policies and procedures forbid purging checks.
For more details on making corrections and adjustments, refer to the following solutions: