REVERSE CHECK (AND CORRESPONDING INVOICES)

This option is used to reverse a check and the associated invoice THAT HAS BEEN PAID.

This option removes or voids any check AND invoice data in the system that has not yet been cleared from bank reconciliation.

NOTE: If the check you need to reissue is for the exact amount of the original check and is to be disbursed and posted to the same accounts as the original invoice and check, then DO NOT use this option. Instead, void the check through Menu Bank Functions, Item Enter Checks and add the reissued check data through Menu Bank Functions, Item Manual Checks.

IMPORTANT: You should post "reversed" checks to the same fiscal month to which they were written unless the original fiscal period is in a closed prior year or a closed month that you do not wish to reopen.

NOTE: If you balance your A/P ageing to general ledger, the ageing will continue to show the original invoice as ‘open’ up to the month that the check was written and reversed.

To begin, select [Transactions] menu in the Accounts Payable Library.

The screen will display:

Click [Reverse Check], the screen will display:

If you select [OK] to continue, the screen will display:

To cancel reversal, key NO and press [Enter].

OR

To continue reversal of check (and invoice), key YES and press [Enter].

If you keyed YES to continue, the screen will display:

Company:

Key the desired company number.

Period:

Key the fiscal period associated with the check.

Year:

Key the business year associated with the check.

To cancel and return to menu, click [Exit]. You will be returned to the “Accounts Payable Transaction Processing” menu.

OR

To proceed, click [OK].

If you select [OK] to continue, the screen will display:

Void Date:

Defaults to today's date. If you wish to use a void date other than today, the void date may be keyed (without punctuation) or may be selected by clicking the button (prompt and select button) to the right of dates. The button will display a calendar from which you may click on a date to select, and then click [OK] to key the date.

Check Number:

Key the desired check number.

Amount:

Key the check amount.

Vendor:

Key the vendor associated with this check.

Cash G/L Account:

Key the cash G/L account number charged with this check.

To NOT proceed, click [Exit]. You will be returned to the “Accounts Payable Transaction Processing” menu.

OR

To proceed, click [OK].

If you select [OK] to continue, the screen will display:

Description:

(Optional Entry) Key the description of the disbursement.

Co:

Key the company number associated with the disbursement.

Account:

Key the G/L account this disbursement was expensed to.

Amount:

Key the disbursement amount.

REPEAT these steps until ALL the disbursements for this check have been entered.

NOTE: If you have numerous descriptions to enter, you may use the (Ctrl + D) keys to repeat any identical description or company number. If you duplicate data by pressing the (Ctrl + D) keys, you will see symbols, but the system will read the information from the last field.

NOTE: You may enter up to 13 disbursements. If you have more than 13, then your 13th disbursement should be a total of the remaining disbursements. You would then "break up" this total through manual G/L journal entries.

If you decide the information on this screen is incorrect and you wish to start over with this check, you may click [Cancel] to exit without reversing this check.

OR

To proceed with the reversal of this check, click [OK].

NOTE: If the disbursements do not equal the invoice amount, the screen will deliver the error message “Detail Out of Balance”. You will not be allowed to continue until the disbursements equal the invoice amount.

The screen will display a blank screen to allow you to reverse another check. Repeat these procedures until all checks you wish to reverse have been entered.

Once you have finished entering all desired checks, click [Exit]. No edit is produced for your review. The entered checks will be reversed immediately. You will be returned to the “Accounts Payable Transaction Processing” menu.

Reports:

The Cash Disbursements Journal--Check Reversals (APCKRV) can be found in your output queue. This report should be retained in your A/P book, Cash Disbursements section.

Programmer's Notes:

This option voids the check in the bank rec file and writes records to the general ledger distribution file based on the account numbers keyed on the distribution screen.

There is NO EFFECT on the invoice file, this means:

(1) Invoices will need to be re-entered if they need to be paid.

(2) Invoices and payments will continue to display on the inquiry screen. If the invoice is re-entered to be paid, the invoice will display twice on the inquiry screen.