reprinted checks incorrectly?

hamrickdt · Post by **hamrickdt** » Thu Jul 12, 2007 1:31 pm

I think I may have made a mistake.

I was printing payroll checks when 2 of them ran through at the same time. So, part of 11616 printed on 11617 and 11617 ended up printing on a blank sheet of paper. So when the little button came up asking if I needed to reprint any checks, for the first time I hit yes and grabbed my PC manual because I was in new territory again! I followed the dialogue and only reprinted the last 2 checks - but because 11616 and 11617 were not usable, when it asked for check numbers I put in 11618 and 11619.
They printed fine.
However (and I am sure you know where I am going with this), I've lost 11616 & 11617. It's not in FA. I didn't void them in the system and therefore when the reports printed out - it just skipped right over them.

Unfortunately, it's been one of those weeks (I've been to 2 funerals...and one was a teenager...

) at this point, I'm just rolling with it.

If someone could tell me what I need to do - if there is anything - I'd appreciate it.

many blessings,
Tammy

tborgal · Post by **tborgal** » Thu Jul 12, 2007 1:44 pm

You don't need to do anything. That is the way it works. When you reprint the checks the number you assign to them is what gets posted into the system. As far as PC+ is concerned those check numbers never existed. What I do is write VOID across the stub of the miss-printed checks and file it with the rest of the check stubs.

hamrickdt · Post by **hamrickdt** » Thu Jul 12, 2007 2:49 pm

Tom,

Thank you for your reply. I am very glad to know that I didn't mess this up!

However, maybe it's just me, but this seems like something is missing. When anyone goes to look for those checks in PC - there's no record, there's no notes...if someone new was to start working in my position next week and they were going by PC, they would be completely confused.

It just seems like there should be some kind of accounting trail.

Thank you for your help!

Tammy

tborgal · Post by **tborgal** » Thu Jul 12, 2007 3:30 pm

That is what I save the check stubs for. I have a pretty good stack of voided stubs. If you want to save the whole check just to prove there was in fact a problem with them you could do that as well.

hamrickdt · Post by **hamrickdt** » Thu Jul 12, 2007 3:37 pm

Thank you, Tom! I've learned something else this week (it's amazing what you can learn when you make a mistake!

)

I appreciate all your help!

many blessings,
Tammy

Post by **Jeff** » Thu Jul 12, 2007 4:07 pm

You can record those voided in checks in PowerChurch by:

Go to enter transactions in Fund Accounting.
For the reference enter the check number -void (ie 1234-VOID)
Enter one line in the distribution to the bank account those checks are for (ie 01-1110-000)
Leave the amount column blank
Click save

The system will accept the transaction, the "-VOID" tells it that you need to record an unissued check like the check was destroyed by the printer. This check will now show on the check register report and account activity so no one has to question what happened to that check.

This procedure also works from the accounts payable module as well.

hamrickdt · Post by **hamrickdt** » Thu Jul 12, 2007 5:26 pm

VERY COOL!!

Thank you, Jeff. I just really like to have some kind of accounting trail (there are times when I look back months later and go - huh?, so I try to put as many 'notes' as possible - and try to make it to where someone else could understand what's going on as well).

Thanks for the step-by-step, also. It was very helpful!

many blessings,

Tammy

tborgal · Post by **tborgal** » Fri Jul 13, 2007 7:27 am

Now we have both learned something. I just hope I can remember it.