Voiding Checks

When it comes to voiding checks, there are 3 common scenarios in which you would want to void a check in ChurchTrac:

• A check that was given as a contribution on the Giving Screen
• A check that you wrote but was never issued on the Accounting Screen, or
• A check that you wrote on the Accounting Screen that has been disbursed

Scenario 1 (Giving Screen Only)

1. Locate the date that the check was donated.
2. Edit the transaction, put zero in the amount and put in the Memo field why it was voided.

If the giving batch is locked, you will have to create a new giving date for the donor and enter a negative contribution to offset the returned check amount. Be sure to use the same category and add a memo for why the entry was needed.

Scenario 2 (Giving & Accounting Screen)

On the Giving Screen

1. Locate the date that the check was donated.
2. Edit the transaction, put zero in the amount and put in the Memo field why it was voided.

On the Accounting Screen

1. Create a new transaction for the day the bank notified you of the Non-Sufficient Funds (NSF) charge.
2. Make it an expense transaction with the Payee as "Returned Check Fee".
3. The amount (positive number) will be the original check amount, and note in the Memo line why it's being deducted.
4. Use the same Category/Fund combination that was used on the original check.
5. Add a second line item for the bounced check fee, and enter that NSF amount.
6. Use a Category like "Bank Fee"
7. Note in the Memo the original check date and check number.

Scenario 3 (Accounting Screen)

1. Edit the original check in the Accounting Screen.
2. Keep the check number intact as-is.
3. In the Payee, replace it with "VOID", or add "VOIDED" to the name itself (like "VOIDED Comcast Cable”)
4. Change the Amount to "0.00"
5. Enter into the NOTE field what the original amount is, and the reason for voiding it. This provides a reference for you in the future.