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Checks were sent out and then voided - What to do?

90070279
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Here is the scenario:

1) Checks printed and sent out.

2) Check voided and reprinted (not sent out) - Yes this was an accident.

Now in transaction FCH1, void reason code says (Ripped during printing)

Check number shows 2157718. (Good)

Replacement check number shows 2158036. (Bad)

Pospay file was incorrect but we managed to work with bank and had them cancel the first file (as it showed the checks sent as being canceled) and sent them a new pospay file with original check numbers only (in order to match the checks mailed out).

Now I'd like to unvoid the orginal checks but wonder the implications.

Not being very knowledgeable about this topic, I'm looking for any assistance I can get.

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Answers (2)

Answers (2)

90070279
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Due to cross company code accounting and other issues with check renumbering, etc, we have decided the best and easiest course of action would be to simply modify the end of month clearing file with the new check numbers. Then our only problem is auditing and SAP provides a good trail of check to replacement check numbering. We will add notes to identify what happened for both the auditors and ourselves. We hope all checks will be cleared within a month or two at the most.

former_member182098
Active Contributor
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Hello,

you have two issues.

1) Checks printed and sent out.

This would have been absolute problem, if the bank was not convinced with your words. Fortunately, they have convince and they are agreed to take a new file of POSPAY checks. Now, you need to cancel the original checks. Since, the bank is nothing to do / not at all intereste with your first bunch of checks. Therefore, no point in keeping them as it is. You need to void them. Use transaction code FCHG / FCH9 to voide them.

2) Check voided and reprinted (not sent out) - Yes this was an accident.

This is no issue at all. Since the physical checks are with you. Void in the system FCH9 and physically cross marking "CANCELLED"

Following details should be useful.

If it is used check voided use FCHG - then FCH5

If it is unused check voided use FCHE - then FCH5

Regards,

Ravi

90070279
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Hello Ravi,

you are on the right track but let me clarify the first part. Perhaps your answer is the same but I just want to be sure.

The initial checks were printed and sent to the vendors. The pospay file was updated with the bank so there is no problem when our vendors cash their checks. With the updated pospay file, the bank does not need to question each one - as an exception and so forth.

Those initial checks are currently voided but we do not want them to be. I do agree the last batch of (reprinted in error) checks can be voided but would those payables again show up as open?

Again I'm new with this so I may have my terminology just a bit incorrect.

Thanks,

Tim

former_member182098
Active Contributor
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Hi,

You have two options.

1. FCH9 - This is just voiding the check. This will not reverse the payment documents

2. FCH8 - This is voiding as well as clearing the payment document. (Only you will do this, if you felt that you have wrongly made the payment)

In your case you must have done voiding through FCH9. This will only void the check. Whereas, the payment document would be intact. In other words, the payment in the vendor account has already been cleared and it will not show as an open item.

Hope I am clear.

Please let me know in case if you need any further explanation.

Regards,

Ravi

90070279
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Ravi,

When I look in FCH1, I see that check number 12157718 (Check physically and previously sent to vendor) shows voided and it lists replacement check 12158036 (Check sent to shredder).

When the pospay end of month clearing file comes in and if we ever have a vendor inquiry, the wrong check number is the active check. Would it work to use FCH4 and simply renumber 12158036 as 12157718 or is there a better way to handle this?

We have about 160 checks in the batch but we're not afraid of a little hard work if we can get things right again.

Thanks,

Tim

former_member182098
Active Contributor
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Hi,

Because already it became complex by voiding some. I would not recommend to do it FCH4. If again some of the check number are messed up with other number, then again it would be a difficult task to coordinate with bank. Therefore, all the old checks, I would recommend to void them through FCH9, though it may be a bit hard work

You can see in FCHN - to get a clear status of the each check. Probably, you can download FCHN file to an excel and use the document numbers for cancellation purpose.

Regards,

Ravi