How do I reissue a check from a closed period?

[Jacqueline at ESG]

I have an outstanding cheque (it's Canadian - so a different spelling!) from a closed period. I can't void the cheque because it would reduce an expense in a reported and audited period, so would like to credit the bank and debit an accounts payable or accrued liabilities account. Where are these outstanding payments recorded in PC 12? In a former software, I had an accounts payable account that was credited with the expense debit before the payment was processed by crediting the bank and debiting accounts payable. Now I need something like that so I can clear this payment.

[NeilZ]

I have an outstanding cheque (it's Canadian - so a different spelling!) from a closed period. I can't void the cheque because it would reduce an expense in a reported and audited period, so would like to credit the bank and debit an accounts payable or accrued liabilities account. Where are these outstanding payments recorded in PC 12? In a former software, I had an accounts payable account that was credited with the expense debit before the payment was processed by crediting the bank and debiting accounts payable. Now I need something like that so I can clear this payment.

Powerchurch operates as a CASH basis accounting system, as do most churches. There are no 'accrued' expense or liabilities other than those used with a credit card, or taxes that will be due at the end of the month.

That said, the system really doesn't update the accounts until you post from Accounts Payable, then post the transactions to Fund Accounting. Still, being cash basis, this immediately shows the reduction in checking/net assets.

Quick question .. is this a real reissue, as in the person did not cash the check at the time; or did someone discover that the wrong expense account was used.

In both cases you have a way to fix it without much of a fuss.

Some background, in version 12 there is no need to actually close a month. In fact, in version 12 you can REOPEN a month.

Go to Accounting -> Fund Accounting -> Setup -> Reopen a month. Then select the month you need to reopen to void the check, then you can either 'cut' a new check using the same date if the check was lost or not cashed, or you can 'reissue' the check and not print it (basically a manual check) using the same check number to correct the account error.

Now, does this mess up the audit. That's an interesting question, but if you're just voiding and then reissuing a check that has already been audited for the same amount, but a different check number, you should just need to include all the information about why the check was voided, and the same info on the replacement, to satisfy any auditor.

[Jacqueline at ESG]

Thank you for your help. I voided the posted entry and re-entered it with the original expense date, but used today's date for the printed cheque. I hope that works when it comes to audit for this year!

[NeilZ]

Thank you for your help. I voided the posted entry and re-entered it with the original expense date, but used today's date for the printed cheque. I hope that works when it comes to audit for this year!

Just include as much information as you can about the check and the reason it was voided. Include that same information on the transaction for the new check.