VOID/REPLACE POSTED PAYCHECKS

Use this application to void or reissue a posted paycheck or payment advice after posting payroll to the General Ledger. When using this screen, you can create a reversal record (V type) that nets the original paycheck/advice to zero. A V-type record is generated to maintain the disbursement code of the original check. You can also create a replacement record (W type) when processing by selecting the Create replacement record check box. In this case, Costpoint inserts both V and W records into the Maintain Payroll Edit table. An editable W record is generated with a check disbursement code replacement type.

Only R type (Regular) and B type (Bonus) records can be processed through this application.

This application prints the Void/Replace Posted Check Report. The report lists the applicable V records, regardless of whether or not you have selected the Create replacement record check box.

Use this application to void or replace paycheck records that were posted to the General Ledger.

Multi-state tax functionality was added to a number of applications to allow the proper calculation of withholdings for employees who work in multiple states in a single pay period. Because of the new tables needed for multi state calculation, the application looks to a new table, EMPL_EARN_STATE, that can hold multiple state taxes for one paycheck.

If you void a check that was already reported to your tax service provider in a prior quarter, you will need to contact and inform your tax service provider.

Identification

Use the fields in this block to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. After you have saved a parameter ID and its related parameters, you can retrieve them using Query.

You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. The saved parameters are also useful and necessary when you want to run the process as part of a batch job. Many users save a unique set of parameters for each different way they run a report or process. When you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters automatically display as selection defaults. The page setup and print options are also included in the saved parameter ID if there are any. You can change any of the associated selection defaults as necessary.

Parameter ID

Enter, or click to select, a parameter ID of up to 15 alphanumeric characters. Choose characters for your parameter ID that help identify the type of selections you made in the screen, such as PERIOD or QUARTERLY.

When you save your record, all the selections made in the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query.

You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display in the screen, you can override the defaults.

Description

Enter, or click to select, a parameter description of up to 30 alphanumeric characters.

Selection Ranges

Use this group box to select the employee, check number, and date for which to void paychecks.

The Check Number and Check Date fields provide a link between the V type and W type records and the voided check.

Employee

Option

Start

Enter, or click

to select, the ID of the employee whose check information is processed.

Check Number

Option

Start

Enter the check number of the paycheck that are processed. The first set of characters in this field defaults with zeros if you enter five or less numbers. For example, if you enter 12, this field defaults to 000012.

Check Date

Option

Start

Enter, or click

to select, the date of the paycheck being processed. The format for this field is MM/DD/YYYY.

Options

Create replacement record

Select this check box to create a W type replacement record in addition to the V type reversal record. If this check box is not selected and the process is run, only a V type reversal record is created.

Generate

Void (V-Type) Check Date

Enter, or click

to select, the date to be assigned to the void (V-Type) check. The format for this field is MM/DD/YYYY. This date will be used when selecting payroll records for tax reporting and tax calculations. You can enter any date in this field. However, the screen displays a warning message when the entered date is not in the same quarter as the check assigned to the open pay period. If no check date was assigned to the open pay period, then the void check date will be validated against the last day of the open pay period.