I’ve created a cheque incorrectly. How do I delete it?
The answer to this question depends on how far along in the process the cheque is:
Cheque was just created, and possibly approved, but not issued.
In this case, you can just delete the cheque. The amounts from the cheque haven’t been recorded for the employee, or posted to the G/L accounts.
When you create a cheque the timesheets that make up the cheque are marked with that cheque number. Abio will delete the cheque and put the timesheets back to their original status. I.e., the cheque number on the timesheets will be set back to zero. In this way the timesheets are available the next time you create cheques.
The cheque has been issued, but not transacted
When you issue a cheque, the amounts from the cheque are included in the employee’s earnings for the year. In that situation you must finish processing the cheque by transacting it. This posts matching amounts to the general ledger.
The cheque has been issued and transacted
Once you’ve transacted the issued cheque, you can delete it. In the case of a transacted cheque, deleting it is actually reversing it. A void cheque is creating that reverses all the amounts on the cheque. You can tell a cheque has been voided because the void cheque field is populated.
If you click on the hot link, you can see the reversing cheque:
When you issue and transact this cheque, all the amounts from the original cheque are backed out of the employee earnings and G/L accounts.
You’ll be given the option to ‘preserve’ the original timesheets for the void cheque. In actual fact, Abio recreates the original timesheets for you. You can then make any corrections you need to and recreate the cheque the way it should be.
I accidentally deleted a cheque I shouldn’t have. How do I get it back?
Again, how you fix this depends on how far along in the payroll process the cheque was.
CHEQUE WAS JUST CREATED, AND POSSIBLY APPROVED, BUT NOT ISSUED.
If a cheque isn’t issued, Abio simply deletes the cheque and marks the timesheets as unpaid. You can use the create cheques utility to recreate the cheque.
Cheque had been issued and transacted
If the cheque had been issued, deleting it actually created a void cheque and the original cheque is still around. If you don’t issue the void cheque, you can use the Undo action. This will remove the void cheque and put the original cheque back to the way it was before you deleted it.
If, however, you issue and transact the void cheque, you’ll have to manually recreate the original cheque. Review the timesheets and re-enter them. Create the cheque, issue it and transact it. Be sure to do this in isolation! Ensure no other cheques are included with this ‘correcting’ cheque, because you only have the option to purge or approve the entire set of cheques in the EFT batch. Make sure this is the only cheque in the queue. If the cheque is a paper cheque you can just pull it out of the batch, but it’s easier to keep track of if it’s the only cheque in the batch.
Don’t distribute the recreated cheque. When you review the cheque queue, you’ll be asked if you want to approve or purge the queue. Purging the queue means the cheque won’t be printed or transferred electronically. Purge the queue as a last step in recreating a cheque you accidentally deleted.
I’ve issued cheques coded to the wrong WCB class.
If this happens, the WCB will be remitted to the wrong G/L. Plus, it will likely be the wrong amount.
The good news is that WCB is wholly the employer’s responsibility, and doesn’t affect the net pay for the cheque. You can delete the original cheques as described above. This will back the WCB out of the incorrect class. When you transact the void cheques, select the check box to preserve the timesheets.
Next, change the preserved timesheets, manually overriding the WCB class. When you create the cheques they will calculate the WCB correctly. Be sure to do this in isolation! Ensure no other cheques are included with this ‘correcting’ cheque, because you only have the option to purge or approve the set of cheques in the print queue.
Issuing and transacting the new cheques will move the amounts into the correct WCB, both on the employee earnings and in the G/L account for the WCB class.
As above, you don’t want to distribute the corrected cheques.
Select the EFT batch with the replacement cheques:
Be sure to purge the cheque queue once the cheque is issued. If the cheques have EFT coding, select the Approve EFT Batch utility under Print Special Forms:
If the cheques are physical cheques you can just bring up the payroll cheques by selecting [h] Shared Reports, then [a] Print Special Forms, then [b] P/R Cheques:
You can print the cheques and destroy the correction cheque. Or, if it’s the only cheque in the batch, you can just clear the print queue without printing it.
How do I correct an overpayment?
In the above examples we looked at situations where a cheque is deleted in error, or coded to the wrong WCB. If you don’t catch this right away, it might be that EI or CPP are overpaid. To correct this, you can issue a zero hour timesheet. From this, you can create a zero dollar cheque. At this point, you can adjust the amounts on the cheque to negate the overpayments. To ensure the cheque remains at zero dollars, you will use the advance/repay field to balance the corrections. Advance/repay will record that amount on the employee’s record, and add it to their next pay cheque.