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I had three checks to print in the Accounts Payable module. So I sent the three checks to the printer, but my printer jammed and all three physical pieces of check stock paper got ruined.
But, luckily (or so I thought), I had not yet released the payments on the Release Payments screen. The check numbers listed below correspond to the three physical check stock numbers that were ruined.
Then I saw the Reprint with New Number option in the screenshot above and though, hey, perfect, just what I need. So I chose it and clicked the PROCESS ALL button.
Then I went back to the Process Payments / Print Checks screen and noted that Acumatica now wanted to print my three checks again, except with the next available check number which is 0770. Looks great, exactly what I want.
I thought I would try using one of the ruined check numbers (0769) just to see what would happen and I got the following error message:
"A check with the number '0769' already exists in the system. Please enter another number."
Perfect! Acumatica won't allow me to reuse one of those ruined check numbers which is a great security measure. That's the benefit of using the Reprint with New Number action I guess.
So I reprinted the checks and released them. Everything seemed fine.
But then I was reviewing my cash transactions in the Cash Account Details screen and I noticed an ugly gap.
It appears that Acumatica does not insert voided check records for the 0767, 0768, and 0769 check records even though it knows not to allow me to reuse those check numbers on a check.
So what should I do? I would like to have a record in Acumatica of the checks that were voided.
Hi Rowlf,
Hmmm, interesting problem. I agree, it would be nice if Acumatica inserted voided check records.
I'm not sure if this is the best workaround, but one easy workaround would be to use the Transactions screen in the Cash Management module to create void records like this:
Note in the screenshot above that I put the check number that I'm voiding in the Document Ref. field and a Description of "Check Voided" just to tell anyone looking at the cash account details that this is a voided check. Then I leave the Transaction Details tab empty so the Amount will be 0 and there won't be any impact on the General Ledger.
If I do this for all three ruined checks, then go to the Cash Account Details screen, the "gap" will now be filled and I'll have a record that these check numbers were voided.
In practice it might be easier to just not use the Reprint with New Number option in this situation. If you use the Release option instead on the Release Payments screen, you can then go and void each payment individually using the VOID button on the Checks and Payments screen like this.
If you do this, then Acumatica will create a voided check record for you.
Then you can go generate new payments on the Prepare Payments screen which will use new check numbers.
Hey, not a bad workaround. I think I'll give that a try. Thanks for the suggestion.
This just happened to me with a 56 Check Check run!!! I thought cool - reprint with new number, and then I thought not cool - I wanted to reuse the checks. It seems like the voided check numbers are in a non-persisted DAC somewhere in the application. I am playing around with some creative solutions, but not overly confident. If I can't figure out how to undo, I am sure we will need to do this workaround, so thank you.
I am going to ask Acumatica and see if they have anything helpful to say. I will post their response here.
The verdict is: per Acumatica support there is no way to undo the check number void that occurs in this scenario. (at this time).
Thanks for posting their response here Megan. Much appreciated.
I actually don't mind that you can't reuse the check numbers, I just wish that they somehow showed up in the check registered as being voided records.
Agreed. It is a good control, but missing that piece. Sometimes you just have to accept your user error, and having gone from 4.2 to 17R2, there is definitely a learning curve on the improvement of the controls.
We are creating an upload file to import the transactions you outlined above for the 56 checks.
I didn't see anything in Ideas for Acumatica that seemed related, so I created a new idea, should anyone want to vote for it.
https://feedback.acumatica.com/ideas/ACU-I-1639