Recording damaged check information

This activity allows you to record the details of a damaged check. You can search and select the check for which you want to record as damaged. You can carry out a search by specifying the range of check numbers, check series numbers and the date range during which the check has been created. The system retrieves the checks based on the search criteria entered. You can record the reason due to which the check has been damaged. The system updates the status of the check as “Damaged”.

Select the “Record Damaged Check” link under the “Release Payment” business component.

The “Record Damaged Check” page appears.

Enter the following fields in the “Search Criteria” group box:

Check # From

The starting number in the range of numbers, within which the check for which you want to record damaged information falls (Alphanumeric, 30). You can enter the number in full or specify it partially using the “*” character. The system retrieves all the checks that have numbers similar to the value entered in this field.

Note: The check number entered in this field must be lesser than or the same as the number entered in the “To” field.

To	The ending number in the range of numbers, within which the check for which you want to record damaged information falls (Alphanumeric, 30). You can enter the number in full or specify it partially using the “*” character. The system retrieves all the checks that have numbers similar to the value entered in this field.
Bank #	Use the drop-down list box to select the bank account from which the check for which you want to record damaged details has been issued. All the bank codes that have been defined in the “Bank / Cash Definition” business component will be available for selection in the ascending order.
Check Series # From	The starting code in the range of codes identifying the check series to which the check for which you want to record damaged details belongs (Alphanumeric, 32). You can enter the code in full or specify it partially using the “*” character. The system retrieves all the checks that belong to the check series similar to the value entered in this field.

Note: The date entered in this field must be earlier than the date entered in the “To” field.

The ending code in the range of codes identifying the check series to which the check for which you want to record damaged details belongs (Alphanumeric, 32). You can enter the code in full or specify it partially using the “*” character. The system retrieves all the checks that belong to the check series similar to the value entered in this field.

Run #

A unique number identifying all the payment vouchers and checks issued as a batch, generated by the system in sequential order. Format YYYY/MM/00001.

Help facility available

Check Date From

The starting date in the range of dates during which the check for which you want to record damaged details has been created (Date Format). The system date is displayed by default on launch of the page.

Note: The date entered in this field must be before the date entered in the “To” field.

To	The ending date in the range of dates during which the check for which you want to record damaged details has been created (Date Format). The system date is displayed by default on launch of the page.

Click the “Search” pushbutton to retrieve the search results.

The system retrieves and displays the following in the multiline based on the search criteria entered:

Note: The system retrieves all the checks that are in the “Printed” status in the order of check date and check number.

You can also retrieve the details of the check for which you want to record details of the damage by entering the check number in the multiline and selecting the bank account in the “Bank Code” field in the “Search Criteria” group box.

Enter the following field in the “Check Details” multiline::

Default Reason #

Use the drop down list box to select the code identifying the reason for the damage of the check that needs to be defaulted in the multiline. The system lists all the reason codes defined for the selected login OU, in the “Reason Code Definition” business component.

The system displays blank by default.

Check #

The number identifying the check for which you want to record damaged information (Alphanumeric, 30).

Press the <Enter> key.

Ensure that only a valid number in “Printed Status” is entered here.

Note: The check series for the check number entered must be other than preprinted check series.

The system retrieves and displays the following in the “Search Results” multiline based on the check number entered:

Status	The status of the check. It must be “Printed”.
Check Type	The type of the check. It could be “Automatic” or “Manual”.
Check Series #	The code identifying the check series.
Bank #	The code identifying the bank.

Enter the following fields in the Check Details” multiline:

Reason #

Use the drop-down list box to select the code identifying the reason for which you want to record damaged details. All the reason codes that have been defined in the “Reason Definition” business component for this business component and that are in the “Active” status will be available for selection in the ascending order.

Ensure that a value is selected in this field.

Reason for Damage

Any observations or comments regarding the damaged check (Alphanumeric, 255).

Check the box in the “Select” column of the multiline to mark a check to record information.

Note: You cannot record damaged information for a check that is in the “Realized”, “Voided” or “Damaged” status.

Note: The reason code must be specified either in the “Check Details” group box or in the multiline.

Click the “Record Damaged Check” pushbutton to save the damaged details.

The system updates the status of the check as “Damaged”.