| Activities | Prerequisite | System processing | Output | Generic business rule and Accounting |
| Query the Check\Payment | Check requires to be voided due to certain reasons | Query for desired check that requires to be voided | Check that requires to be voided | The Cheques which are unpresented for 6 months or cheques lost in transit are eligible for cancellation/void. These have to be selected from the Bank Statement Checks lost in transit can also be voided Check voiding authority would be given to only certain designated Payable staff.
The check once voided cannot be issued with same number. Invoices cannot be adjusted once invoices are paid. Payments required to be voided before any invoice adjustment is required. |
| Void Payment Action | Check to be voided queried on system | Void the check. Invoice on which payment voided to be changed to status unpaid | Voided check, Unpaid invoice | None |
| Void Payment and Cancel Invoice Action | Check to be voided queried on system | Void the check. Invoice on which payment voided to be changed to status cancelled | Voided check, Cancelled invoice | If Supplier has provided a new invoice and previous invoice has already been paid.The Bank has to be notified to stop the payment.The supplier to be notified to send another invoice if needed. |
| Create Accounting | Check voided | Pass accounting entry | Reversed accounting entries | Void Payment Bank A/C Dr To, Supplier Liability Void Payment and Cancel Invoice Bank A/C Dr To, Supplier Liability Supplier Liability Dr To, Expense Account |
