The Ledger : check corrections

To Void or Purge...That is the Question

Jennifer Maroney — Wed, 05 Aug 2009 14:33:00 GMT

It's inevitable, no matter how careful you are, at some point you'll have to correct a check. The question is should you void or purge. What's the difference? Well, voiding cancels the check, leaving it available to view in the bank register. Purging, on the other hand, removes the check from the system as if it was never entered. Now that you understand the differences, check out these guidelines to help you determine which course of action to take:

Void a check when:
- The physical check is ruined.
- The physical check is not ruined, but is incorrect and needs to be reprinted. For example, the check was written to the wrong vendor or for the wrong amount, or it was returned by the vendor to request a replacement check.
- You don't want to use the actual check, but you want to show the check as used in the check register. For example, if the check number is out of range and will not be used, or if your internal policies and procedures mandate it.
Do not void a check when:
- The address is incorrect or did not print. The check can still be used without a window envelope.
- The check is recorded as the wrong number in the register, but the check is not ruined. In this case, renumber the checks.
- Only the post date or post status is incorrect, and the check is unposted, change the post status or post date.
Purge a check when:
- The check is recorded in the register and you need to reuse the check number. For example, you printed the check to blank paper. In this instance you should void and purge the check.
- Only the post date is incorrect and the check is posted. Void and purge the check and enter it again with the correct post date.
- You need to remove the check number from the register.
Do not purge a check when:
- You want the check to show as used in the check register.
- Your internal policies and procedures forbid purging checks.

Talk to you soon!

Need to Void a Check?

Jennifer Maroney — Fri, 17 Apr 2009 12:19:00 GMT

This is a quickie but goodie for all of you that need or may need to void a check. There are an unlimited number of reasons why you may need to void a check, including the check stock was not in the printer, the printer was not turned on, the checks printed to the incorrect printer, the check stock jammed in the printer, or the check information is incorrect. Even if you don't print checks, you may still need to void a check if you reconcile the bank accounts or process payroll.

Ok, so that's enough chatting since this was supposed to be a quickie. The process to void the check falls into two scenarios: errors discovered immediately and errors discovered later.

For errors discovered immediately, void the checks or void and purge the checks from the Payment Printing Status screen; this is also known as the check printing summary screen. If the printed checks are correct, but the check numbers do not match the checks in the bank register, you can renumber the checks instead of voiding and reprinting them.

The majority of the time, you'll find the errors at a later date. In this case, void and purge the checks from the Banks page. If the check is reconciled, you will need to create a bank adjustment to make the correction (BB91608) since reconciled items cannot be edited or voided.

Talk to you soon!

The Ledger Lowdown: Reuse Check Numbers

Jennifer Maroney — Fri, 06 Jun 2008 11:10:00 GMT

A common headache we all get from time to time stems from printing checks. Maybe you go through the process of printing checks to later realize that the check stock was not in the printer. Perhaps the checks show in the bank register but the checks did not actually print. Whatever your reason don't waste check stock; instead, reuse the check numbers.

The first thing, if you have not done so already, is to void the check or range of checks. You can void checks by clicking Void selected payments under Administrative tasks in Banks. Then define the check information and click Void Now.

The next step, purging, is key to being able to reuse the check numbers. This process removes the check from the bank register and frees the check number to be used again. Purging a check, however, will not automatically change the starting check number. To purge checks, go to Banks, Administration and click Purge voided transactions. Then define the appropriate options and click Purge Now.

Since the starting check number is still incorrect, you need to change the starting check number back to the first check number voided. This can be updated on the Payment tab in edit account details for the bank.

That's it, your ready to re-print checks. Happy check printing!

Talk to you soon!

The Check is Not in the Mail?

Melissa Bethancourt — Thu, 28 Feb 2008 15:53:00 GMT

Did you print Payroll or AP checks today? Did everything go smoothly? 99% of the time check printing goes off without a hitch. But, that pesky 1% of the time can really put a damper on your day - especially if you are under a time crunch.

Believe it or not, how to handle that 1% of check printing is the spark that creates a large portion of incoming FE support calls. While we are always happy to help you out in this situation, I would like to take a moment to empower you to help yourself and not have to spend time dialing the phone and waiting on hold.

Did the printer jam? Did someone replace the check stock with blank paper? Did a vendor or employee take their check and then drop it down the garbage disposal by accident?

There is really only one question you need to ask your self: do I need to void the check or void AND purge it? (Yikes! I know.... "purge" sounds scary - but, it really isn't.)

Here is the difference between "void" and "void/purge":

To void a check means that the check has been or will be destroyed and you will NOT be reusing that check number. Once a check is voided, it will show in your bank register as "Voided". If it has been posted, a void will create a reversing entry that will show in your GL after you post.

To void and purge a check means that you need to reprint the check or restore that check number in the system as if it has never been used. You would void the check and then "purge" it which will put that check number back in your database. Purged checks will NOT show in your bank register and purged checks can NOT be recovered (so if you are wary about purging have a back up of your database handy). However, if it has been posted, it will also create reversing entries.

You will need the proper security rights to perform these tasks in Banks. If you are unsure of the steps you need to take, please take a look at this helpful Knowledgebase solution which will walk you through step by step: How to Make Check Corrections in The Financial Edge.

Happy check printing!