The Payments tab shows the payments (check history) for the employee. This will list all checks written/voided to each employee. When the user double-clicks on a line, the check history screen for that check appears.

If an image was scanned in during the cycle, such as a timesheet, it could be viewed by finding the payment, double-clicking to see the check history, and then clicking on the Document button. In addition, if documents for prior payments for employees need to be scanned in, simply find the payment, double-click to see the check history, click on the Document button, and scan the document in as normal.

On any line of the grid, in addition to the double-click option to see check history detail, right-click provides all of the master grid options (export, print, etc),

Additionally, right-clicking on the title row will make column-related options available.

Void a Payroll Check and Create Reversing G/L Entries

This can be done through the Summary (Check Maintenance). As previously discussed, this can be accessed through Employee Master or Check History.

1. Find the Employee and Check what needs to be corrected.
   1. If you access the Employee Master > Payments tab, you will see a list of previous payments. Find the one that needs to be corrected and double-click on it.
   2. If accessing through Check History, use the Find button to bring up the correct employee and check.
2. Once the correct item is in view, click on the Void button.
   
3. Input the General Ledger Effective Date of the reversing entries and press OK.
4. The system will then allow you to print out the reversing entries, which will show you all the entries it made to the G/L. Once you close, you cannot recreate this report, so print it when you can—you will need it later if you also void the EFTPS payment.
   
5. When you are finished, you must go to the General Ledger module > Post G/L Entries to post these entries unless you have turned on the automatic post feature in Ledger options in Company Maintenance. An additional entry will have to be made to reverse the company portion of the payroll taxes.
6. If you are using direct deposit when voiding a check, the ACH direct deposit amounts that were made will also be voided and reversed.
7. Print Stub - select this button to reprint
   NOTE:  Reference numbers are automatically generated in the general ledger for the entry.  See the Next Number Assignment.
   Utility - allows you to Mass Change Check History or Mass Delete Check History
   If you need to print a replacement payroll check, see the Reissue Check Option.

Voiding an EFTPS Deposit Payment

The EFTPS setup is in the Basic Options > Taxes tab > Electronic Payroll Transfer section. If it is not set to create the EFTPS draft, then no further action is necessary.

When a payroll check is voided, the EFTPS payment that was made must be corrected. Voiding the payroll check only creates voiding entries for it. A separate journal entry will need to be made to manually void the tax deposit.

Using the report printed during the Void process, find the accounts and amounts to be reversed. The TAX section shows the employee portion of the taxes. The COM section is for the company portion of the taxes.

1. First, if you’re not sure if the EFTPS Deposit is created automatically, you can look in the Payroll > Basic Options > Taxes tab. If the EFTPS Cash for Tax Deposit is filled in, then the system creates the tax deposit. Meaning when you void a payroll check, you will also need to do a Journal Entry to reverse out that employee’s portion of the tax deposit. If this box is not filled in, then no Journal Entry is required after voiding the payroll check since the company manually calculates their tax deposit.
   
   The example below shows a payroll cycle that only included a single employee; however, it’s more likely that a single check will be voided from a larger payroll cycle. The steps are the same.
2. After you run your payroll cycle, you can look at your cash account in View/Trend and see the entries that have been made. There will be one for the payroll check and one for the EFTPS Tax Deposit. The payroll will add money to the liability accounts while the Tax Deposit will pay it out. Voiding the payroll check will only create voiding entries for the payroll check; however, we will need to do a separate journal entry to manually void the Tax Deposit.
3. When voiding the payroll check, print out the VOIDING CHECK # report (shown below); this is the only time you will have access to this report. Looking at the highlighted area below, you will see the entries being made back into the liability accounts.
   1. The TAX section shows the employee portion of the taxes. Notice that the Soc Sec and Medicare both hit the 2301 account and total $127.61. The Fed W/H goes to the 2301 account and totals $204.00.
   2. The COM section is for the company portion of the taxes. The total of these is $127.61.
      
   3. We will need these accounts and this amount for the Journal Entry we will need to manually void the Tax Draft.
4. Using the amount from the Void report (shown previously), a Journal Entry will need to be made to manually void the Deposit that was made. In this example, since all the entries are going into the same account, I combined them. It will be up to you if the entries should be separated or combined if they are going into the same account.
   
5. Once the Payroll Check and the EFTPS Tax Deposit have been voided, you will be able to see the entries in the cash account. Depending on how your company maintenance is set up, the Payroll may be posted as a lump sum.
6. This is how the 2301 account will look after the void and correction.
   
   The EFTPS payment is a little trickier since it's a lump sum from the entire payroll cycle.