need help voiding checks
Moderators: Moderators, Tech Support
need help voiding checks
I am new to PC and am needing help. I was in Accts Payable paying bills and went through the whole process just fine. When I put the checks in to be printed, I had them in reverse order (I was told the printer pulled from the bottom - it pulled from the top) so 12 checks were printed before I got it stopped. I went through and reprinted each of the checks individually (I couldn't find a way to highlight and print more than one at a time) and now need to go back and void the original checks I printed incorrectly. I have already posted to the paid items file in the Accts Payable module and followed through by posting my transactions in the Fund Acctg module. My problem is when I go to the Accts Payable module and click on Void a check and enter the check number (any of the 12 that are incorrect) and click next, it says check number not found. What am I missing and what am I doing wrong? How can I void these 12 checks? thanks.
Re: need help voiding checks
hamrickdt wrote:I am new to PC and am needing help. I was in Accts Payable paying bills and went through the whole process just fine. When I put the checks in to be printed, I had them in reverse order (I was told the printer pulled from the bottom - it pulled from the top) so 12 checks were printed before I got it stopped. I went through and reprinted each of the checks individually (I couldn't find a way to highlight and print more than one at a time) and now need to go back and void the original checks I printed incorrectly. I have already posted to the paid items file in the Accts Payable module and followed through by posting my transactions in the Fund Acctg module. My problem is when I go to the Accts Payable module and click on Void a check and enter the check number (any of the 12 that are incorrect) and click next, it says check number not found. What am I missing and what am I doing wrong? How can I void these 12 checks? thanks.
Are you sure those checks are still valid in the system ... remember you reprinted using new check numbers. So, do the first series of checks show up in the check register at all ??
Neil Zampella
Using PC+ since 1999.
Using PC+ since 1999.
I just did a test on my test system. I created an invoice, then printed a check, then reprinted the check using a new number. The new number is the only one that appeared in the system.hamrickdt wrote:That's the problem. I'm not sure. I'm not sure what I've done wrong. Won't those checks need to show up somewhere so that when the bank statement comes in I will be able to account for them?
The other check number was removed from the system. if you need to account for these checks, what I would do is mark them void with a marking pen, then store them in your files to provide documentation that these checks were not issued, however, it appears that the numbers will not appear anywhere in the system.
Neil Zampella
Using PC+ since 1999.
Using PC+ since 1999.
-
Jeff
- Program Development
- Posts: 1225
- Joined: Fri Sep 05, 2003 11:43 am
- Location: PowerChurch Software
- Contact:
You can record a voided check in the system. Most auditors want to see each check accounted for in the system, so we added a way to record these destroyed checks. To do so:
In Accounts Payable open the Maintain Manual Checks Screen.
Add a new check by clicking Add.
Enter the number of the check you wish to void.
Use the vendor id of VOID
The void vendor is a special predefined vendor in the system.
Do not enter an amount, leave it at zero and make sure the distribution has only one line that shows your bank account.
That is all there is to it. This entry will post the next time you post and the check will be accounted for in the check register so there is no question as to where that check went.
Regarding your original problem with the checks printing in the wrong numbers, there was an easier way to fix that. If you had gone into maintain computer generated checks after printing them but before they were posted in AP you could have just changed the assigned check numbers to the actual check numbers they had printed on. You would not have had to reprint checks or make any other changes.
In Accounts Payable open the Maintain Manual Checks Screen.
Add a new check by clicking Add.
Enter the number of the check you wish to void.
Use the vendor id of VOID
The void vendor is a special predefined vendor in the system.
Do not enter an amount, leave it at zero and make sure the distribution has only one line that shows your bank account.
That is all there is to it. This entry will post the next time you post and the check will be accounted for in the check register so there is no question as to where that check went.
Regarding your original problem with the checks printing in the wrong numbers, there was an easier way to fix that. If you had gone into maintain computer generated checks after printing them but before they were posted in AP you could have just changed the assigned check numbers to the actual check numbers they had printed on. You would not have had to reprint checks or make any other changes.
