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This activity allows you to declare a check as void. You can declare a preprinted check that is in the “Printed” status as void. You can carry out a search to retrieve the checks that you want to declare as void. You can search by specifying the check series to which the check belongs, the payee on whom it has been issued and the bank account for which it was issued. The system retrieves the checks based on the search criteria entered. You can select the reason due to which you want to declare the check as void and also record your observations or comments. The system generates a void document and updates the status of the check as “Void”. The system also reverses all the accounting entries that have been posted by the corresponding vouchers.
Select the “Void Check” link under the “Release Payment” business component.
The “Void Check” page appears.
Enter the following fields in the “Search Criteria” group box:
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Check # From |
The starting number in the range of numbers, within which the check that you want to declare as void 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 before or the same as the number entered in the “To” field.
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To |
The ending number in the range of numbers, within which the check that you want to declare as void 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. |
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Payment Route |
Use the drop-drop down list box to select whether the check that you want to declare as void has been issued through bank or through PTT. You can select from “Bank” or “PTT”. |
Note: The system retrieves the bank code or the PTT codes that are in the “Active” status in the “Bank Code” field based on the selected “Payment Route”.
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Check Series # From |
The starting code in the range of codes identifying the check series to which the check that you want to declare as void 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 check series code entered in this field must be before or the same as the code entered in the “To” field.
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To |
The ending code in the range of codes identifying the check series to which the check that you want to declare as void 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. |
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Bank # |
Use the drop-down list box to select the code identifying the bank from which the check that you want to declare as void 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. |
Note: If “PTT” is selected in the “Payment Route” field, all the PTT codes will be available for selection in the ascending order.
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Check Date From |
The starting date in the range of dates during which the check that you want to declare as void 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.
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To |
The ending date in the range of dates during which the check that you want to declare as void has been created (Date Format). The system date is displayed by default on launch of the page. |
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Payee |
The name of the payee on whom the check that you want to declare as void has been issued (Alphanumeric, 40). |
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Check Series Type |
Use the drop-down list box to select whether the check series to which the check that you want to declare as void belongs. |
Click the “Search” pushbutton to retrieve the search results.
The system retrieves and displays the following in the “Search Results” multiline based on the search criteria entered:
A You can also retrieve the details of the check that you want to declare as void by entering the check number in the multiline and selecting the bank account in the “Bank Code” fields in the “Search Criteria” group box.
Note: If are using the tip mentioned above all the other fields available in the “Search Criteria” group box must be left blank.
Enter the following field in the “Search Results” multiline:
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Check # |
The number identifying the check that you want to declare as void (Alphanumeric, 30). |
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Press the <Enter> key. |
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The system retrieves and displays the following in the “Search Results” multiline based on the entered check number. |
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Check Series # |
The code identifying the check series. |
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Bank # |
The code identifying the bank. |
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Check Date |
The date on which the check was issued. |
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Currency |
The code identifying the currency in which check has been issued. |
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Check Amount |
The check amount. |
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Voucher # |
The number identifying the voucher for which the check has been issued. |
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Payee |
The name of the person or organization on whose favor the check has been issued. |
Enter the following fields in the “Search Results” multiline:
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Reason # |
Use the drop-down list box to select the code identifying the reason due to which you want to declare the check void. All the reason codes that have been defined in the “Reason Code Definition” business component for this business component and that are in the “Active” status will be available for selection in the ascending order. |
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Remarks |
Any observations or comments regarding the requirement for declaring the check void (Alphanumeric, 255). |
Check the box in the “Select” column of the multiline to mark a check for deletion.
Note: You can declare a preprinted that is in the “Printed” or the “Damaged” status as void.
Click the “Void Check” pushbutton to void the selected check.
The system generates a voiding document with a unique number. The system also reverses the account postings for all the vouchers for which the selected check was issued.
The system updates the status of the check as “Voided”.
To proceed, carry out the following
Select the “Accounting Information” link at the bottom of the page to view the account posting information.
“Reason #” must have been defined in the “Reason Code Definition” business component.