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Delete and Void Payroll Checks

This topic explains when and how to delete or void paychecks in ProPay.

When to Delete or Void Checks

You may need to delete or void checks in two different situations:

1. Deleting paychecks before printing

If you discover an error during payroll entry, you can delete paychecks before printing them. Select Paychecks > Delete Paychecks from the menu.

2. Deleting paychecks after printing

Be careful when deleting paychecks after printing. Only delete a check if it has not been cashed. If the check has been cashed, you should void it instead (see below).

When you delete checks, the tax liability for that client changes. If you issue new checks, you may need to print tax checks again.

Warning About Deleting Checks

WARNING: Do not delete a paycheck from a previous quarter unless you want to reprint tax checks and quarterly forms. It's best to void the check in the current quarter to maintain an audit trail. Enter the correct information in the current quarter as well.

How to Delete Checks

  1. From the main payroll menu, click Paychecks > Delete Payroll Checks
  2. Enter the employee name, or type ALL to delete all paychecks for the selected pay date
  3. Type the first 3-4 letters of the employee's last name (ProPay will search for it)
  4. Double-click the desired employee and click OK

If passwords are enabled, the appropriate password is required for this action.

Voiding Checks

To void a check:

  1. Go to Void Payroll Checks
  2. Choose the pay date
  3. Select one or more paychecks
  4. Click Continue

Voiding checks is preferred over deleting because it maintains an audit trail. When you void a previously issued check, ProPay creates a negative paycheck identical to the original.

This approach preserves the transaction history while reversing the financial impact of the voided check.

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