33 Work with Payment History Information

This chapter contains these topics:

33.1 Working with Payment History Information

When the history for a payment is in error, you can void this payment, and the system reverses the original payment. When you need to issue a replacement payment that contains different information than the original payment, you must void the original payment. When you need to issue a replacement payment that contains the same payment information as the original payment, you do not need to void the original payment. Instead, you should assign a new payment number and payment date using the Reissue Paycheque program.

The system retrieves the information from the Paycheque Summary table (F06156) when you review, void, or reissue employee payment information.

33.2 Voiding Payments

Navigation

From Canadian Payroll Master (G77), choose History Inquiries

From History Inquiries (G7714), choose Paycheque Review and Void

When you need to issue a replacement cheque that contains different information than the original payment, you can void the original payment. For example, you might be processing the reports for a payroll cycle when you discover that an employee's pay rate is incorrect. You can finish processing the payroll cycle and then issue a replacement interim cheque for the employee. To update the employee's payroll history, you can void the payment that you printed for the employee during payroll cycle processing.

To void payments

On Paycheque Review and Void

Figure 33-1 Paycheque Review and Void screen

Description of Figure 33-1 follows
Description of "Figure 33-1 Paycheque Review and Void screen"

  1. Complete the following field:

    • Employee Number

  2. To limit the information that appears, complete any of the following fields:

    • Original Cheque Number

    • Cheque Date - From

    • Cheque Date - Through

  3. Choose the Cheque Inquiry/Void option for the payment you need to void.

    Figure 33-2 Paycheque Inquiry and Void screen

    Description of Figure 33-2 follows
    Description of "Figure 33-2 Paycheque Inquiry and Void screen"

  4. On Paycheque Inquiry and Void, choose the Void Cheque function.

    If the payment you are voiding is an automatic deposit, the system displays a caution message. Read the message and then use the Void Auto Deposit function.

    Figure 33-3 Void Cheque screen

    Description of Figure 33-3 follows
    Description of "Figure 33-3 Void Cheque screen"

  5. In the Void Check Information window, complete the following fields:

    • Check Date

    • Time Entry Date

  6. Choose the Void Check function.

Figure 33-4 Paycheque Review and Void screen

Description of Figure 33-4 follows
Description of "Figure 33-4 Paycheque Review and Void screen"

33.2.1 What You Should Know About

Topic Description
Reversing general ledger entries When you void a payment on the Void Check Window, the system reverses all associated transactions in the payroll history, including employee and employer associated transactions. The system stores the void as an interim cheque. The system updates the reversing entries when you process the voided cheque in a payroll cycle.
Reviewing payment history You can also use Paycheque Review and Void to review detail payment history, including tax and DBA information for an employee.
Voiding a cheque or automatic deposit On Paycheque Inquiry and Void, choose the Void Cheque function to access Void Check Window. The system uses the cheque date as the G/L date for reversing entries associated with the disbursement, such as reversing the credit to cash and tax liabilities.

The system uses the time entry date as the G/L date for reversing entries associated with time cards, such as labour distribution.

The system also uses the time entry date as the work date on the reversing timecard.
Voiding an automatic deposit When you void an automatic deposit, the system does not:

  • Update the automatic deposit tape

  • Create an accounts receivable entry for the employee

When you void an automatic deposit, use dates that affect only the current accounting periods and current tax filing period.
Unvoiding a cheque voided in error On Paycheque Inquiry and Void, you can "unvoid" a voided cheque. Choose the Unvoid function only:

  • When the system has not yet updated the voided cheque to history

  • When you need to unvoid cheques and automatic deposit advices and not cash payments

If you choose the Uninvoice function following pre-payroll for an employee who is currently locked, you must run a pre-payroll only for the changes.

33.3 Assigning a New Cheque Number and Date

Navigation

From Canadian Payroll Master (G77), choose History Inquiries

From History Inquiries (G7714), choose Reissue Paycheque

When you need to enter a replacement payment that contains the same information as the original payment, you do not need to void the original payment. Instead, you should assign a new payment number and date. For example, if an employee accidentally destroys a cheque, you can issue a replacement cheque and then change the employee's payment history so that it includes the number and date of the replacement.

You cannot assign a new cheque number for a reconciled or voided cheque, or for a payslip or automatic deposit.

To assign a new cheque number and date

On Reissue Paycheque

Figure 33-5 Reissue Paycheque screen

Description of Figure 33-5 follows
Description of "Figure 33-5 Reissue Paycheque screen"

  1. Complete the following field:

    • Bank Account Number

  2. To limit the information that appears, complete any of the following fields:

    • Cheque Number - From

    • Cheque Number - Through

    • Cheque Date - From

    • Cheque Date - Through

  3. Complete the following fields for the payment you need to update:

    • Reissue Number

    • Reissue Date

  4. Choose the Update File function.

33.3.1 What You Should Know About

Topic Description
Locating all paycheques You can review a list of all paycheques by cheque date. To do so, do not enter information in any of the search criteria fields.