From the General Ledger screen, select the Check Options menu and then Replace/Reprint Checks.
Note: If desired, to access the Replace/Reprint Checks option from Accounts Payable or Payroll, select the Options menu from the Accounts Payable or Payroll screen, Check Options, and then Replace/Reprint Checks. When accessing the option from Accounts Payable or Payroll, only the checks written in the particular module from which the option was accessed can be replaced or reprinted.
At the Replace/Reprint Checks screen, enter the appropriate type of check (Automatic Payment, Check, Direct Deposit, Payment Service, or Zero Balance) to replace or reprint in the Check Type field, or click the down-arrow button to select the correct one.
Tip: Click the Find button to select the correct check type, checking account, and check number of the check to replace or reprint; then continue with the Check Date field.
Note: Those with a check type of Payment Service can be selected, but cannot be replaced or reprinted.
Enter the ID of the checking account from which the check to replace or reprint was posted in the Checking Account ID field, or click the down-arrow button to select the correct one.
Enter the number of the check to replace or reprint in the Check Number of Lost Check field, or click the Find button to select the correct one.
Note: If the check has been cleared, a warning icon will appear to the right of the Check Number of Lost Check field.
Tip: The name of the entity to whom the check was issued appears to the right of the Check Type field.
The date of the specified check will appear in the Check Date field and cannot be changed.
The Replacement Check Type field will only be enabled if the item selected is a direct deposit stub issued containing only one direct deposit transaction (split) and is outstanding (not yet cleared). If applicable, to replace the direct deposit stub as a check in the situation where a bank rejects (is not able to process) a direct deposit, enter Check in the Replacement Check Type field (or click the down-arrow button to select it); otherwise, to reprint the direct deposit for purposes of just reprinting the stub information, leave Direct Deposit in the Replacement Check Type field.
If applicable, enter the number of the new check in the Replacement Check Number field. The check number can be up to 9 digits long. To reprint a check that has not yet been cashed for purposes of just reprinting the stub information, be sure to use the same check number. To replace a check that has not yet been cashed for purposes of voiding the original check and reissuing a new check, be sure to use a different check number.
Note: If reprinting a direct deposit stub, an automatic payment stub, or a cleared check, the Replacement Check Number field will be disabled and cannot be changed.
If applicable, the date of the check will appear in the Replacement Check Date field, but can be changed if a new date is desired for the replacement check. To change the date, key the new date over the date that is displayed using the mm/dd/yyyy format, or click the down-arrow button to select the desired date.
Note: If reprinting a direct deposit stub, an automatic payment stub, a cleared check, or an uncleared check using the same check number, the Replacement Check Date field will be disabled and cannot be changed.
If desired, enter a comment for the check that was lost in the Comment for Lost Check field. The comment can be alphanumeric and up to 1,000 characters long. A default comment will appear, but can be changed. If reprinting a direct deposit stub, an automatic payment stub, a cleared check, or an outstanding check using the same check number, the default message will be "Reprinted on mm/dd/yyyy"; if replacing an outstanding check using a different check number, the default message will be "Replaced lost check with check number #####"; or if reissuing a direct deposit stub as a check, the default message will be "Replaced direct deposit with check number #####".
Note: Once the check is replaced or reprinted, this comment will be reflected in the Comments field in the Checks File Maintenance for the lost check.
If applicable, enter a comment for the check that will be written to replace the lost check in the Comment for Replacement Check field. The comment can be alphanumeric and up to 1,000 characters long. A default comment will appear, but can be changed. If replacing an outstanding check using a different check number, the default message will be "Replaced lost check number #####", or if reissuing a direct deposit stub as a check, the default message will be "Reissued check for direct deposit #####".
Note: Once the check is replaced or reprinted, this comment will be reflected in the Comments field in the Checks File Maintenance for the replacement check. If reprinting a direct deposit stub, an automatic payment stub, a cleared check, or an outstanding check using the same check number, the Comment for Replacement Check field will be disabled and cannot be changed.
Click the To Screen & Save button to update the Checks File Maintenance with the comments and new check number (if applicable), void the lost check (if applicable), and print the new check at this time. If using a check-writing software, click the Check Writing Software button to update and then print the check to a file; when prompted, specify the correct path (drive and folders), edit the file name if needed, and then click the Save button.
Note: The check will be printed using the default check (or direct deposit) format for the applicable checking account as defined in the appropriate Check Setup option.
If a check does not have any detail entries tied to it, a message will appear stating the information for the check was updated but the replacement check will need to be handwritten; click OK and then handwrite the check.