Voiding and Reissuing Checks

When to Use This

Sometimes a vendor never deposits the check you sent. Maybe it sat in a drawer until it was past the date the bank will honor (stale-dated), maybe the mailed envelope never arrived, or maybe it bounced and needs to go out again. On ShelfSpace, re-issuing a wholesale vendor check is a two-step move: you void the original check, then re-pay the order to generate a fresh replacement. This guide walks the full flow.

This covers wholesale (Accounts Payable) checks. Re-issuing a consignment settlement check works differently and is covered separately — see the note at the bottom of this page.

Step 1 — Update the Vendor's Mailing Address (if mailing)

If you're going to re-issue as a physical mailed check, confirm the vendor's address first so the replacement goes to the right place. (Skip this step if the reissue will be a digital check the vendor downloads from their portal.)

1. Go to Vendors and open the vendor.
2. On the Info tab, find the Mailing Address block and click Edit.
3. Fill in Street address, City, State (dropdown), and ZIP code.
4. Click Save address & enable mailed checks.

Step 2 — Void the Original Check

Open the payment you need to cancel — from Payments, or from the order's detail page on the vendor — and void it. If the check is already showing as voided, skip ahead to Step 3.

1. Open the order / payment detail.
2. Click Void Payment.
3. In the Void this payment? dialog, confirm with Yes, void payment.

Voiding returns the order to an unpaid state so you can re-pay it. The original check number is marked void and pulled from the vendor's portal so it can't be deposited.

Step 3 — Re-Issue the Check

Voided payments surface in two places, each with a Re-pay → action. Use whichever you're already looking at:

• From Payments: go to Payments, open the Wholesale Payments tab (or Non-Cannabis Payments for a non-cannabis vendor), and find the order in the Voided Payments table. Click Re-pay →.
• From the vendor: open the vendor, go to the Payments tab, and find the order under Voided Payments. Click Re-pay → on the row (or Re-pay this order → inside the row's detail).

Re-pay → opens the order, where Pay This Order still renders even though the order was voided. Click it to issue the replacement.

Step 4 — Choose How to Pay

When you pay the order, you'll pick a method:

• Pay by ACH bank transfer — the platform sends the replacement straight to the vendor's linked bank account (typically 1–3 business days), with no check to download or deposit. This option appears only when the vendor has opted into ACH and linked a bank.
• Pay with ShelfSpace Digital Check — the vendor downloads the replacement from their portal and deposits it by mobile or print.
• Pay with ShelfSpace Physical Mailed Check — a paper replacement is mailed to the address from Step 1.
• Pay the Vendor Myself — record a payment you made outside ShelfSpace (cash, check, ACH, or card) so your books stay accurate without issuing a new check.

When an ACH Payment Fails or Is Returned

If you paid a vendor by ACH bank transfer and the transfer can't complete — the bank fails or returns it — the vendor was never paid, so the payment is actionable rather than voided. The Payment Register flags the ACH payment with a failed or returned status badge, and the platform releases the order back to an unpaid state. Re-pay it the same way as any voided check (Step 3 above) and pick a method in Step 4 — you can retry ACH or fall back to a check.

Reissuing a Consignment Settlement Check

The flow above is for wholesale (AP) checks. Consignment settlement checks are re-issued through a separate path tied to the settlement record, not the void-and-re-pay steps here. That workflow isn't documented yet — if you need to re-issue a settlement check, reach out to support@shelfspace.pro and we'll walk you through it.