Introduction: Why Void a Check Instead of Deleting It?
Voiding a check in QuickBooks Online cancels the payment while keeping a record of the transaction for audit purposes . When you void a check, its amount changes to $0.00 888,394,9046, but all transaction details remain intact, creating a clear audit trail while maintaining your financial accuracy . Voided checks still appear in reports like the general ledger with zero-dollar amounts, ensuring past reconciliations stay untouched while preventing outstanding checks from affecting future ones .
For recordkeeping, voiding is better than deleting because it keeps a record of the transaction in your books without changing your totals . Deleting a transaction permanently removes it, and after you delete a transaction, you can't get it back .
Important: If the check was created in error and never issued, deletion might be more appropriate as it completely removes the transaction, whereas voiding preserves a record with a zero balance .
Common Reasons to Void a Check
The check was lost or damaged before it could be issued
The check was issued incorrectly (wrong amount, payee, or date)
The check was never cashed and is now stale-dated
The check needs to be canceled due to an error
Step-by-Step Guide to Void a Check in QuickBooks Online
Method 1: Void a Check from the Expenses List (Fastest Method)
Step 1: Navigate to Expense Transactions
Go to All apps → Expenses & Bills → Expense transactions (Take me there)
Alternatively, click Expenses in the left menu sidebar
Step 2: Filter to Show Only Checks
From the All transactions dropdown, select Check
Select Filter and choose the date range when the check was recorded
Step 3: Find the Check
Locate the check you want to void in the Expenses list
Step 4: Void the Check
In the Action column, click the dropdown ▼
Select Void
Step 5: Confirm
When prompted, select Void again to confirm
Method 2: Void a Check by Opening the Transaction
Step 1: Navigate to Expense Transactions
Go to All apps → Expenses & Bills → Expense transactions
Step 2: Locate the Check
Select the check you want to void from the Expenses list to open it
Step 3: Void the Check
Select More at the bottom of the screen
From the dropdown menu, select Void
Step 4: Confirm
When prompted, select Void Transaction to confirm
Method 3: Void a Check from the Chart of Accounts Register
Step 1: Open the Chart of Accounts
Go to Settings (⚙️) and select Chart of Accounts
Step 2: Open the Register
In the Action column, click Account history or View Register for the account where the check was recorded
Step 3: Locate the Check
Find the check you want to void in the register
Step 4: Void the Check
Click Edit on the check
From the menu at the bottom, select More, then Void
Step 5: Confirm
When prompted "Are you sure you want to void this cheque?" select Yes
What Happens When You Void a Check?
The check's amount is changed to $0.00
The check is marked as VOID in your records
The transaction remains visible in reports for audit purposes
The voided check no longer affects your financial statements
Reconciliations are not affected by voided checks
Note: If the voided check was already reconciled, you will need to process the reconciliation again .
How to Create a Voided Check Report
To generate a report showing all voided checks:
Step 1: Open Reports
Go to Reports → Standard reports (Take me there)
Step 2: Select Transaction List by Date
Select the Find report by name dropdown, then select Transaction List by Date
Step 3: Filter by Date Range
Select the Report period dropdown, then select your preferred date range
Step 4: Apply Filters
Select Filter
Select the Filter by dropdown, then select Memo/Description
Select the Options dropdown, then select equals
Enter "Voided" in the Value field
Step 5: Save or Export the Report
To save: Select Save As to create a custom report
To export: Select Export/Print and choose Excel, CSV, or PDF
To email: Select More actions → Email report
Voiding Checks from Closed Periods
If a check was recorded in a closed period (e.g., a previous year that has already been reconciled), voiding it will require extra care.
Important: Voiding a check from a closed period will affect prior period financials. To avoid this, consider one of these approaches:
Option 1: Record the Void in the Current Period
If the check was old and never cashed, the money is still in your bank account. Void it in the current period by:
Follow the standard voiding steps above
QuickBooks will reverse the transaction in the current period
This keeps prior closed periods intact
Option 2: Use a Journal Entry (Reversing Entry)
Alternatively, you can create a reversing journal entry:
Locate the check transaction and select More → Transaction journal to view the journal entries
Print or save this for reference
Create a reversing Journal Entry in the current period:
Debit: The original expense/liability account
Credit: Bank Account
Record the reversal on the date of the original check for accuracy
Use a memo explaining the reversal (e.g., "Reversing stale-dated check #1234")
Consult your accountant before voiding checks from closed periods to ensure proper handling.
Frequently Asked Questions
Question | Answer |
|---|---|
Can I void a check after it has been reconciled? | Yes, but you will need to process the reconciliation again after voiding . |
What's the difference between voiding and deleting? | Voiding keeps a record with a $0 balance for audit purposes. Deleting removes the transaction permanently and it cannot be recovered . |
Can I void a payroll check? | Yes, payroll checks can be voided from the paycheck list. The process is similar to voiding regular checks. |
Does voiding a check affect my bank reconciliation? | It zeroes out the transaction, so it will no longer affect reconciling. If the check was already reconciled, you'll need to re-reconcile the account . |
What is a stale-dated check? | A check that remains unpaid after a certain period (typically 6 months). These should be voided . |
How do I find voided checks in reports? | Filter the Transaction List by Date report using the Memo/Description filter and enter "Voided" in the Value field . |
Final Conclusion
Voiding a check in QuickBooks Online is a straightforward process that cancels the payment while preserving a clear audit trail. The simplest method is to navigate to Expense transactions, locate the check, and select Void from the Action column dropdown. For checks that need review, you can open the transaction and select More → Void.
Always choose voiding over deleting unless the check was created in error and never issued, as voiding preserves a record for audit purposes . If you need to void checks from closed periods, consider consulting your accountant to avoid impacting prior period financials.
For assistance with voiding checks in QuickBooks Online, call +1-888-394-9046.
