How-toSYSPROCash Book / Accounts Payable

How to void a check (cheque) in SYSPRO

Question
how to void a check in syspro

Also searched as

  • syspro cancel cheque
  • syspro reverse ap payment
  • syspro void payment cash book

Short answer

In SYSPRO you cancel an unreconciled cheque with the cheque cancellation or payment reversal route in Accounts Payable and Cash Book, which reinstates the supplier invoices and reverses the bank entry. A cheque already reconciled to the bank, or in a closed period, needs a reversal entry instead.

Applies to: SYSPRO 7 and 8 with Accounts Payable and Cash Book. Program names and the options available differ by release and setup, so search the menu for the cheque cancel or payment reversal program in your build.

Void a cheque safely

  1. 1Identify the cheque: supplier, cheque number, date, amount and bank.
  2. 2Check it has not been reconciled to the bank statement. If it has, stop and use the reversal route below.
  3. 3Check the payment period is still open in Accounts Payable and the General Ledger.
  4. 4Open the cheque cancel or payment reversal program, select the bank and the cheque number.
  5. 5Review the preview: the invoices that will be reinstated and the cash book entry that will reverse.
  6. 6Confirm. Choose to reprint a replacement or leave the invoices open for the next payment run.
  7. 7Mark the physical cheque as void and keep it with the record.
  8. 8Review the GL journal and the supplier ledger to confirm the invoices are open again.

What the system does

Cancelling a payment reverses the original posting: the bank (cash book) account goes back up, the accounts payable control account goes up, and the paid invoices return to an open state with their discounts recalculated if relevant. The audit trail keeps both the original and the reversal.

Because it reverses the original, the date of the reversal matters. If you backdate into a closed period it will be refused, and you should post in the current period with an explanatory note.

Reconciled and old cheques

A cheque already matched on the bank reconciliation should not simply be cancelled. Either un-reconcile it first through the controlled route, or post a reversal and a new payment in the current period, depending on your finance policy. Do not alter bank rec data directly.

For stale cheques that were never presented, many companies cancel and re-issue or write back to the supplier account. Agree the treatment with finance and, where unclaimed property rules apply, with legal.

Controls

Voiding payments is a classic fraud route, so restrict the program to a small group and review a report of cancelled payments each period. Require a reason, and match the cancellation to a bank stop request where appropriate.

Always notify the supplier when you re-issue, and make sure the old cheque is stopped at the bank.

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Common pitfalls

  • !Cancelling a cheque already reconciled to the bank.
  • !Forgetting a bank stop on the original cheque.
  • !Backdating into a closed period.
  • !Giving too many users the right to cancel payments.
  • !Not checking that invoices are open again after the cancel.

How an ERP-grounded AI assistant handles this

An assistant over SYSPRO can find the cheque, check its reconciliation and period status, and draft the cancel steps and the approval note, read-only until a person confirms. Netray runs on your own infrastructure so bank and supplier data stay inside your network.

See ERPray

Frequently asked questions

Will the invoices become unpaid again?

Yes. Cancelling reverses the payment and reinstates the invoices as open, ready for a new payment run.

What if the period is closed?

Post the reversal and any new payment in the current open period, with a clear reference to the original. Do not reopen a closed period without finance approval.

Can I void a cheque that has cleared?

Not as a simple cancel. A cleared cheque is reconciled, so treat it as a refund or recovery from the supplier, not a void.

Does the cheque number get reused?

Typically no. Keep the voided number on record and use the next number on the replacement, so the cheque register has no gaps without explanation.

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