Voiding and Reissuing Checks

When to Void a Cannabis Vendor Payment

Sometimes a cannabis vendor payment void and reissue is necessary. The check may have been issued for the wrong amount. The vendor's banking details may have changed. A credit memo may have been applied after the check was generated. Whatever the reason, ShelfSpace makes the process fast and auditable through our managed AP service.

You can void any check that has not yet cleared your bank account. Once a check has been deposited and cleared, it cannot be voided -- at that point, any correction requires a new credit memo or adjustment on the next payment.

How Voiding Works

When we void a check, the original check number is permanently marked as void in the system. The check image is removed from the vendor portal so it cannot be deposited. The corresponding bill payment in QuickBooks is reversed. All of this happens in a single step.

Common reasons for voiding a check:

• Incorrect amount -- a late credit or adjustment changed the total
• Wrong vendor -- the payment was applied to the incorrect vendor record
• Vendor request -- the vendor needs payment reissued to a different bank account
• Duplicate payment -- the same invoice was paid twice

Reissuing a Replacement Check

After voiding, you can reissue a replacement check immediately. The new check receives a fresh check number and goes through the standard payment generation process. The vendor is notified that the original check has been voided and a new one is available in their portal.

If the reissue is for a different amount -- for example, because a credit was applied -- the new check reflects the corrected total. The vendor sees a clear breakdown of what changed between the original and replacement payment.

Audit Trail

Every void and reissue creates a complete audit record. The trail includes who initiated the void, the reason, the timestamp, the original check details, and the replacement check details. This record is permanent and cannot be altered or deleted.

For dispensaries that need to produce payment records for regulators, tax auditors, or internal compliance reviews, this audit trail provides the full chain of custody for every dollar that leaves your account. See our audit trail documentation for more on how we track every action.

QuickBooks Sync

When a check is voided, the corresponding bill payment in QuickBooks is reversed. When the replacement check is issued, a new bill payment is created. Your books stay accurate without any manual journal entries. If your accountant has questions about a void-and-reissue, they can see the full history in both ShelfSpace and QuickBooks.