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When checks are generated via the Print Checks option in Accounts Payable, they are moved to a temporary file when the prompt “Finalize checks?” is answered Yes. If answered No, they will not appear on the Transaction Edit List and cannot be moved to permanent files. An example of a time to answer No to this prompt is when a printer has "jammed" or printed at the wrong characters per inch, making the checks unusable. If the check stock used has pre-printed check numbers, the unusable checks will need to be voided before the check run in finalized. In this instance, the best way to handle the check run is to use the Restart Option and enter the next good check number to start with to finish printing the checks. Next, void the unusable checks, and then finalize the check run. Listed below are the steps needed to void these checks before finalizing.

 

 

Select Web Client > System Menu > Accounts Payable > Handwritten Checks

 

1.Bank Code: Enter the three-digit Bank Code that was set up in the Accounts Payable Control Options for the bank account used when writing the check.

 

2.Check #: Enter the Check Number. Leading zeros do not have to be added.

 

3.Check Date: Enter the Check Date. This will be the date used to affect General Ledger. This date is usually the date the check is being voided.

 

4.Vendor: Enter the vendor number as 99999. The Payee field will populate as ***Voided Check***.

 

5.GL #: Enter through the General Ledger account number by pressing Enter.

 

6.Amount: Skip the Check Amount field by pressing Enter.

 

7.Discount: Skip the Cash Discount field by pressing Enter.

 

8.ST 1099 WH: Skip the State 1099 Withholding field by pressing Enter.

 

9.FED 1099 WH: Skip the Federal 1099 Withholding field by pressing Enter.

 

10. Select Update.

 

11. From the Accounts Payable Print Reports Menu, select Create GL Transactions/Update AP and answer Yes to the prompt, “DO YOU WISH TO FINALIZE THE CHECKS?”.

 

12. Print the Transaction Edit List and move it to permanent files.