This process is useful when checks are not cashed within a 2+year period and the sheriff wishes to recover the amount into the commissary system.
The system sums all (income and expense) entries up to the starting date. So, if the starting date is January 1 2020, all entries before that date are summed. Now, suppose you run the IC report for 2020 with the starting date of January 1 2020 and the opening balance might be 20,200.00.
Let’s assume you want to void a check for $100 dated 6/24/2018. But now, if you void the $100 check, the system will sum all valid entries before 1/1/2020 and the balance forward will be 20,100.00.
An issue arises when you compare the closing balance on the 2019 yearly report to the opening balance of the 2020 report. The ending balance on the 2019 report is 20,200 and the opening balance on the 2020 report is 20,100.
When you submit the IC report to the SBOA, you should make note of the difference.
Of course, you could void the check and then rerun the 2018 and 2019 reports. The 2018 report will be a true report but will not match the report you presented to the SBOA or the County Commissioners. You will have to make a note of the discrepancy.
So, to void the check, click CHECK BOOK: VOIDS AND MODIFICATIONS: VOID CHECK/DEBIT CARD. Select the entry and click VOID CHECKED ITEMS. The check amount will be added back into the checkbook balance.
A second way to handle this is to make a deposit for the counter amount. This will, in effect, add back to the check book the amount of the stale check. Then, during reconciliation, you will check off both the old check and the new deposit entry. The effect is that the check book has the amount added to it and both entries (the old check and the new deposit) are cleared from the system. Of course, this changes the true income for the current period but does not alter the report for the old period. If you use this approach, you can place a note in the deposit. In reality, the amount you are adding back might be very small compared to the checking balance and the total income for the period.
So, with this said, these are your two choices.
Updated: February 4 2021
