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D
Dav
October 1, 2024
Question

How do you void and re-issue a vendor check without causing build assemblies to go revert to pending status and re-open past Sales orders?

  • October 1, 2024
  • 1 reply
  • 0 views

 

Hi –

 

How do you void and re-issue a check sent to a vendor without it causing closed build assemblies to revert back to pending status and cause closed Sales Orders to re-open?

 

Example:

07/01/24:  We had 0 door knobs in stock.

07/03/24:  We received a shipment of 100 door knobs in QuickBooks. (If you run a QB quick report on door knobs, this transaction would show in column Type “Item Receipt” for qty 100.)

07/07/24:  We closed a pending build assembly X to make doors that require 75 door knobs.

07/08/24:  We sold 70 doors on Sales Order A

07/09/24:  We sold  5 doors on Sales Order B.

07/10/24:  We sold  25 of just door knobs on Sales Order C.

07/15/24:  We entered  a $1,000 check for the door knobs and mailed it to the vendor.

(The bill for the door knobs was entered with the date of the bill, 07/01/24 and printed on 07/15/24). Check #1234.  If you run a QB quick report on this transaction and look at column Type, a 07/01/24 “Bill” line replaced the 07/03/24 “Item Receipt”  line.)

 

On 09/01/24, the vendor indicated they did not receive the check.

 

Questions:

 

1. How do we void the check  #1234 so it doesn’t cause QuickBooks to re-open build assembly X, and re-open shipped Sales Orders A, B, & C?

 

I’m concerned those transactions could re-open because I don’t know if once we void the check, QB will no longer recognize that we received those 100 door knobs on 07/03/24.  If QB doesn’t recognize we received those 100 door knobs  on 07/03/24, it will think we had 0, which causes the pending build assembly and those sales orders A, B, and C to re-open.

 

2. How do we re-issue the vendor a replacement check? 

 

Thank you in advance for your feedback!

 

 

 

1 reply

J
JanbonN
October 1, 2024

I'd be glad to help you re-issue a replacement check without affecting your past transactions in QuickBooks Desktop (QBDT), @Dav.

 

Before we begin, please back up your company file to have a save point for your accounting data.

 

Voiding the check will not cause your build assemblies or past sales orders to reopen, as long as you take the necessary steps to update any affected transactions. Here's how you can proceed:

 

Let's first void the original check:

 

  1. Go to Vendors and select Vendor Center.
  2. Choose the vendor.
  3. Open the Check and Void it.

 

Then, re-issue the new check to the vendor. After that, manually update any affected transactions to prevent issues with pending status or reopening closed sales orders.

 

Additionally, you can run and customize vendor reports to get an overview of your accounts payable transactions.

 

Let us know if you have other concerns with recording your replacement check in QBDT. We're here to help you in any way we can.

D
DavAuthor
October 2, 2024

Hi @JanbonN  and QuickBooks Team  -

 

It looks like you addressed part of the question  - the part about how to void a check.

 

However, what about the other part of the question?  That answer seems unclear.

 

That question is - If I void a vendor check, will it cause build assemblies to go back to pending status and will it cause shipped Sales Orders to re-open?

 

Your 1st Answer:  Part of your response states a voided check won't cause build assemblies to revert to pending and Sales Orders to reopen. 

 

Your 2nd Answer: However, later in your reply, you state, "manually update any affected transactions to prevent issues with pending status or reopening closed sales orders".  

 

Which is the answer to the question?

 

 

 

 

 

 

 

 

A
AdonL
October 2, 2024

Thank you for bringing this to our attention, Dav. Let me provide additional details to clarify.

 

When you void a vendor check, QuickBooks will not automatically revert build assemblies to a pending status or reopen shipped sales orders. However, if these transactions were dependent on the original payment, you'll need to manually update them to ensure your records accurately reflect your current inventory and sales status.

 

For example, if you first create an assembly and then realize that you'll have to void a check that was mistakenly issued. You'll need to update the assembly records manually. You can check out these articles to help you manage your inventory in QuickBooks Desktop (QBDT) effectively.

 

 

To ensure your accounts are balanced and accurate, compare your bank statement with the transactions you've entered into QuickBooks monthly. Read through this article to learn more about this process: Reconcile your account in QBDT.

 

Thank you for reaching out with your questions. If you need more assistance or have further questions about the vendor's check, please don't hesitate to mention my name in the comments. We're here to help!

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