Check Numbers are recoreded wrong.

[ladavis76]

Hello,

This is my first year using the computer checks. I ordered from Dynamic Systems. I told them I was using the PowerChurch Plus. The checks were nice and came with the check #'s preprinted on them. Now, when I go through Accounts Payable and print a check the #'s are always off. It is like PowerChurch already has a set of numbers to assign to my checks. So when I do a report or look up a check number, it is always wrong.

Did I just waste money on this order from Dynamic Systems? How can I fix this problem? I tried the custom check and there is nothing in there that allows you to turn off the PC+ check numbering system. Can anyone help me with this???

April

[tborgal]

When you start to print the checks you should be asked what number you wish to start with. Are you putting your first check number in at that point? Are the numbers in the range that you want or are they completely wrong? Are your checks in the correct order for your printer? Some printers print with the check facing up and some with the check facing down. If they are facing down the lowest number check needs to be on the top of the pile as you put them in the printer. In other words in reverse order. If it is on the bottom your numbers will not be in the correct order and will not match your PC+ numbers.

[Jeff]

When using computer checks, what you enter into PowerChurch Plus is the bill or invoice. When entering the bill there is a place for the reference number, this is for a reference number for the bill, you are not entering the check number at this point. Usually there will be a invoice number or some other identifying information for the bill. If you enter several bills for one vendor, PowerChurch will print one check to that vendor for a total of the bills. During the check printing process, PowerChurch will assign the check numbers as it prints each check.

[Svenska]

When using computer checks, what you enter into PowerChurch Plus is the bill or invoice. When entering the bill there is a place for the reference number, this is for a reference number for the bill, you are not entering the check number at this point. Usually there will be a invoice number or some other identifying information for the bill. If you enter several bills for one vendor, PowerChurch will print one check to that vendor for a total of the bills. During the check printing process, PowerChurch will assign the check numbers as it prints each check.

Jeff. I need to revisit this topic because of a problem that shows up from time to time where the preprinted check number does not match the computer generated number even though the correct beginning number is entered and the checks are placed in the paper tray in the correct sequence.

If I understand your response above correctly, when entering/preparing invoices there is no way for the user to pre-enter check numbers however we have had situations where the same check number is issued for two different checks/vendors. This is discovered only after printing and reviewing the Open Items Report.

The user tells me that she has been entering check numbers for computer generated checks but after I have reviewed and validated the process, I find no way in which the user can pre-set check numbers. Just the same, periodically I have had to compare our printed copy of check stubs to checks in the Open Items Report and correct the check number in the A/P Maintain Computer Generated Checks to make them agree with the printed check stubs so that we can post correct check information. This is occurring when a very small batch (1-3) checks are being processed.

Naturally, when I am observing the user going through the process, I see nothing being done wrong, nor do we get duplicate or erroneous check numbers. At this point, my only conclusion is that somehow, when I am NOT observing the user's processing she is somehow and inadvertently working around the limitations of pre-assigning check numbers in the computer check module.

Any suggestions?

[tborgal]

I have been using PC+ and printing checks since 1998. Printed thousands of checks and have never seen what you are describing except when I have either entered the starting number wrong or have put the checks in the printer wrong. I have my check layout set up to print the PC+ generated check number on the stubs so that I can more easily reconcile should I make a mistake with the starting number or put the checks in wrong.

[Jeff]

I'm really not sure what you are asking for.

the user's processing she is somehow and inadvertently working around the limitations of pre-assigning check numbers

This really isn't a limitation, this is how it was designed. Ideally you would be entering the bills throughout the week as they were received. At this time you would not have any idea what the eventual check number will be used to pay that bill. When you go to pay those bills, PC+ will assign check numbers as it creates the check for that vendor. If you have multiple bills to the same vendor, it will by default create one check for the total of all the bills from that vendor.

You can change the check number in the Maintain Computer Generated Checks screen. But, you should only need to do this if the printer hiccups during the printing process. For example, the printer pulls through 2 checks instead of one on one page. If this happens, then all your checks on that print run from that point on will be off by one number. You should have a blank check in the middle of all the other checks. That is why we have the check number PC+ assigned printed on the check stub, you can use this verify the check number PC+ assigned matches the check number it was physically printed on.

[tborgal]

I forgot that the check number being printed on the stub was the default. I had given myself way to much credit and thought I was really smart and had done it myself.