Printing and Voiding Supplier Checks
When you use Supplier Check Print to print checks, the remittance stub of the check stationery contains details of the invoices paid by the check, with one line on the check allotted per invoice. You define the number of invoice lines to be printed on the check using the Invoice per Check field in Payment Format Maintenance.
Check numbers are stored and traceable in the system to prevent fraudulent printing of checks. However, there are a number of situations in which the numbering sequence of the checks can be disrupted:
• A paper jam or other printer error occurs during printing.
• The address details on the check are incorrect.
• You must interrupt the print run to print checks for another, unexpected payment.
• The printed checks are lost in transit and must be reprinted.
In these cases, you maintain the integrity of the numbering sequence by voiding the supplier payment. Use Supplier Payment Mass Change to select the payment and change its status to Void. This creates empty check records for the voided checks and stores these numbered records. You can then set up a new check print run using a new number range.
The check numbering sequence is also disrupted when the number of invoice lines to be printed on the page exceeds the page length.
Example: Three checks are to be printed on the pages numbered 10000001, 10000002, and 10000003. The invoice lines on the first check exceed the length of page 10000001. The system does not let you print a check on two pages; instead, it prints Void on the second page, and creates a voided check record to account for this number. The print run continues with the second check on the third numbered page (10000003), and the third check on the fourth numbered page (10000004).
In this way, the numbering sequence is restarted, and the skipped prenumbered page is recorded.