If you have to void a printed cheque, you need to record the void in Breeze.
Voiding a cheque in Breeze leaves a complete audit trail. The original payment transaction remains in the system, and a new transaction is added -- the "voider" (a negative payment). Both transactions can be seen on the Vendor Ledger and on the Review Payments screen.
The original payable goes back to the Unpaid status, and you can write another cheque for it; or you can choose to reverse the payable when you void the cheque.
To void a cheque
Go to Accounting > Accounts Payable > Review Payments. Locate the payment that you want to void.
Click Void.
A popup appears.
Complete the screen. The Void Date defaults to the current day, the Post Month to the current operating month. The Void Notes go into the activity feed.
There is an option to Reverse Invoices; if selected, Breeze reverses the original payable as well as voiding the payment.
Click OK. Breeze voids the payment, and the top of the screen displays a "voided by" message.
The message is a link to the voider, shown below.
On the voider, the message is a link back to the voided payment.
The Payable
If you selected Reverse Invoices when you voided the payment, Breeze reverses the original payable. If not, the payable goes back to the Unpaid status, and you can write another cheque for it.
If you have paid it with a credit card, or with another type of payment outside of Breeze, you can mark it as Paid by recording a manual payment.
Vendor Ledger
After voiding a cheque, you can see the results on the vendor ledger.
Payable Screen
By default, the payable only shows the unpaid lines.
However, if you select Show History, you can see the payment history -- the voided payment and the voider.
Review Payments
By default, the Review Payments screen does not show voided payments, but you can go to the Filter and select Show Voided Payments to view them.
Voiding a cheque vs. Deleting a cheque
When you void a payment record:
The initial payment transaction remains in the system.
Another transaction is created (the voider).
Both transactions can be viewed, so there is an audit trail.
The payable goes back to the Unpaid status, and you can write another cheque for it; or you can choose to reverse the payable when you void the cheque.
When you delete a payment record:
It's removed from the system.
You can use the Activity Feed report to see who deleted it and when, but the payment record no longer exists.
The payable returns to the Unpaid status so it can be paid again.