Automatic Check Numbering in A/P
In the Accounts Payable module, users now have the option to have their
system maintain Check Numbers in Checks/EFT and Demand/Hand Checks. Enabling
the Automatic Check Numbering feature will allow the system to track the Next
Check number; prompting users with the Next Check number at the time of entry
for the Check Run and Demand/Hand Checks. This feature significantly enhances
the system’s ability to maintain a reliable audit trail for check
reconciliation.
If you decide to
activate this feature, there are some restrictions of which you must be aware:
- Only ONE
batch may be open for one Bank Account at one time. For example, if you have a Check/EFT
run in progress for a Cash Account that refers to Bank Account 12345, you
may not start a Demand/Hand Check batch for that same Cash Account without
first Posting the Check/EFT run that is currently in progress. The system
will generate a warning. This is something to consider, if you regularly
have multiple users doing a Check/EFT run and a Demand/Hand Check for the
same Cash Account simultaneously.
- A GL Cash Account may not be associated
with more than one Bank Account.
- The Next
Check Number that is entered, when initially setting up the Bank Check
File (explained below), will restrict your system from resetting the Next
check number to anything lower than the number you specify. So if, during the initial setup, you
assign Next Check No = 3400, your system will never automatically set the
Next Check No field to anything below 3400.
HOWEVER, when assigning check number in Demand/Hand checks & in a Check/EFT run, the system will let you override the Next Check Number & enter in a lower number, as long as it is NOT in the Outstanding Checks file.
- Blank
Laser Check users are REQUIRED to use Automatic Check Numbering.
- Also, if
you have a Multi-Property database &
use Blank Laser Checks, Automatic Check Numbering is mandatory.
Once you have decided that this is a feature you would like to utilize,
contact Data Plus. The two steps below must be completed in order to enable
this feature. Be prepared to provide the following information: Bank Account,
Bank Name, Bank City, Bank State, and most importantly your NEXT check number.
A Data Plus Support Specialist will need to make a connection to one of your
workstations, in order to complete Step 1. Then we will walk you through the
setup of the Bank Check File.
1) Set the Automatic Check Numbering field in A/P
Parameters to YES. (Data Plus will need to make a connection in order to reset
this flag for you).
2) Setting Up the Bank Check File
In order to
activate the Automatic Check Numbering feature, you are required to setup a
Bank Check File record for each bank account for which you wish the system to
assign check numbers. This is located under File Maintenance (from main DPHS
screen) > Bank Check File.The following screen will appear:
You will be
required to enter the following information:
Bank Account – Enter
in your Bank Account.
Length – Enter the
number of digits in your bank account number.
Bank Name – Enter in
your Bank’s Name.
Bank City – Enter in
your Bank’s City.
Bank State – Enter
in your Bank’s State.
Next Check No – Look at your check stock & enter in the
Next Check number. Once you have entered in this number, it may NOT be changed.
Make sure you have entered in the correct number. This will serve as a starting
point for the system, and the Next Check number will NEVER automatically go
below the number you enter. For Blank Laser Checks, enter the next number to be
assigned by the system. If you do accidently enter an incorrect Next Check
number, contact Data Plus Support.
Once these two steps have been completed,
you have enabled the Automatic Check Numbering process!
Anytime you enter a Demand/Hand Check or do a
Computer Check/EFT run, the system will prompt you with the Next Check number
according to what is in the Next Check No field (unless you are a blank laser
check format user, then the system will automatically fill the check number in.
The only time you will be able to change a check number is if you are issuing a
Hand Check.),. The system
will hold you accountable for reconciling the NEXT Check Number. The NEXT check
number will not be updated until it has been entered into the system.
Example:
The Next Check Number, according to the Bank Check
file is 15. When entering a Demand/Hand Check, you override the prompt for the
next check number, and manually enter in 16. You post Check number 16, so that
is now in your Outstanding Checks file. However, Check 15 has not yet been
accounted for, and so the system will continue to prompt you for the Next Check
Number 15. Once you have posted Check Number 15 into the system, either by
Demand/Hand Checks, a Check/EFT run, or by entering a 0.00 Void Check, the Bank Check File will then update the
Next Check Number to 17, as it looks at the Outstanding Checks file & sees
that check numbers 15 & 16 have already been entered into the system.
Additional Documentation
Available