From the General Ledger screen, select the Check Options menu and then Checks File Maintenance.
Note: If desired, to access the Checks File Maintenance option from Accounts Payable or Payroll, select the Options menu from the Accounts Payable or Payroll screen, Check Options, and then Checks File Maintenance. 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 viewed.
At the Checks File Maintenance screen, enter the appropriate type of check (Automatic Payment, Check, Direct Deposit, or Zero Balance) to view in the Check Type field, or click the down-arrow button to select the correct one.
Note: Click the Find button to select the correct check type, checking account, and check number of the check, direct deposit stub, or automatic payment stub to view; then continue with Step 5.
Enter the ID of the checking account from which the check to view was written in the Checking Account ID field, or click the down-arrow button to select the correct one.
Enter the number of the check to view in the Check Number field, or click the Find button to select the correct one.
The information for the specified check will appear.
If there are detail entries tied to the specified check, all the fields will be disabled and cannot be changed, except the Comments field. If desired, the Comments field can be edited. The comment can be alphanumeric and up to 1,000 characters long.
Tip: The Comments field is used to track miscellaneous information for a specific check, such as the reason for voiding a check. There will only be information in this field if a comment was previously entered for the specified check.
If there is not any detail tied to the specified check, changes can be made as desired to any of the fields.
If applicable, to see the detail entries for the check, click the Show Details button located to the right of the Journal Code field.
The status for when the check was printed appears in the Print Status field, and the field cannot be changed. If the check was printed normally during a check cycle, entered normally as a prepaid check or automatic payment on an invoice, or entered manually in the Checks File Maintenance option, Original Check will display as the Print Status. If the check was reprinted during a check cycle (for example, reprinted due to the checks getting jammed in the printer), Reprinted During Check Cycle will display as the Print Status for the checks that were voided (jammed) and the Print Status for the other checks that replaced the voided ones will be Original Check. If the check replaced a lost check (was printed with a new check number while completing the Replace/Reprint Checks option), Replacement Copy will display as the Print Status, and the Print Status of the check that was lost will be Replaced Lost Check. If the check was printed with the same check number while completing the Replace/Reprint Checks option (for purposes of reprinting a check stub), Reprinted Copy will display as the Print Status.
The Prepaid field will be selected (a checkmark will appear) only if the check was entered as a prepaid check in Accounts Payable, and the field cannot be changed.
If the check replaced a lost check (was printed with a new check number while completing the Replace/Reprint Checks option), the date of the original check that was lost will appear in the Check Date (Original) field and the date of the replacement check will appear in the Check Date (Replacement) field; and the fields cannot be changed.
If viewing an employee's direct deposit stub and part was issued as a check, the amount written as the check appears in the Check Distribution Amount field and cannot be changed. To view the check that was issued to the employee for that portion, click the Go To button located to the right of the field.
If changes were made, click the Save button.
If desired, click the To Screen button to preview or reprint a copy of the check, which will include a "Copy" overlay. Only checks that have been posted and have not been voided can be previewed or reprinted using the To Screen button.
Note: The To Screen button is only enabled if the user has Full Access rights to the Replace/Reprint Checks option for the module from which the Checks File Maintenance option was accessed.