Disbursement Correction Process

• After evaluation of the printing of disbursement records, you may need to void certain check numbers.  The void of a check may be required if the check was used to test the alignment of the printer before printing a series of checks.  Voids also may be required if incorrect parameters were used reflecting incorrect check numbers, etc. Check voiding allows you to mark certain check numbers as ‘Void’ on the Check Reconciliation (CHREC) table.  

• If the record does not exist on the Check Reconciliation table, the check can be voided on the Disbursement Correction table with the Correction Type of Void. Once a record exists on the Check Reconciliation table, the check may be manually voided on the Check Reconciliation table using the Check Status Update link. (Note that if a check's status is changed to Void on the Check Reconciliation table, no accounting changes will be made in the system.  A JV must be processed in order to make any accounting related changes.) A check can also be voided as part of the Disbursement Correction in conjunction with one of the Renumber Correction Type such as Void/Renumber or Void/Renumber/Reprint (see below for these Correction Types).   

• Another option to correct damaged checks is to Void/Renumber/Reprint the checks. Because this part of the process takes place after Automated Disbursement chain, this process may only be utilized if the check being reprinted was first issued on preprinted check stock. Checks that were printed using plain check stock may be reprinted using the ‘Reprint’ Correction Type. The New Start Number entered cannot exist on CHREC.

• The Void/Renumber/Reprint action will result in an update of ‘Void’ in the Check Status field for the renumbered check on CHREC. It will update the Print Status Indicator on the disbursement transaction to Ready for Reprint. This Correction Type is not allowed once the disbursement transaction has been posted to journals.

• After the disbursement process, you may also need to renumber checks. Check renumbering is necessary after viewing the Check Register, when the incorrect check numbers have been assigned to a disbursement. For example, check 420 might need to be renumbered to 402 because it was incorrectly entered as the Next Check Number on the Bank (BANK) page. This action can work in conjunction with one another to correct applicable checks before printing the checks. The New Start Number entered cannot exist on CHREC.

• The Renumber Correction Type should only be used if the Disbursement Printing job has not been executed. The Disbursement Printing job creates the .xml file that is used as input in the print server. If the Disbursement Printing job has been executed, the ‘Renumber’ Correction Type should not be used because this type does not recreate a new .xml file, which is needed to reflect the new check number when the check is physically printed. If Disbursement Printing has already been executed and you choose to use this Correction Type, you must also insert a record for the Correction Type of Reprint on this table so that the new checks numbers are update to the .xml file when the Disbursement Correction process is executed.

• The Renumber action will result in an update of Renumbered in the Check Status field for the renumbered check on CHREC. The Renumber Correction Type is not allowed once the disbursement transaction has been posted to journals.

• Voiding and renumbering actions may be necessary if the Next Check Number was incorrectly entered on the Bank (BANK) page. This action can work in conjunction with one another to correct disbursement records. The Void/Renumber type allows you to renumber the checks and mark the renumbered check as Void on CHREC. The New Start Number entered cannot exist on CHREC.

• The Void/Renumber Correction Type should only be used if the Disbursement Printing job has not been executed. The Disbursement Printing job creates the .xml file that is used as input in the print server. If the Disbursement Printing job has been executed, the Void/Renumber Correction Type should not be used because this type does not recreate a new .xml file, which is needed to reflect the new check number when the check is physically printed. If Disbursement Printing has already been executed and you choose to use this Correction Type, you must also insert a record for the Correction Type of Reprint on this table so that the new checks numbers are update to the .xml file when the Disbursement Correction process is executed.

• The Void/Renumber action will result in an update of Void in the Check Status field for the renumbered check on CHREC. This Correction Type is not allowed once the disbursement transaction has been posted to journals.

If you have performed the Void action by mistake, you can execute this action to undo the Void action. This action removes the voided records from the Check Reconciliation (CHREC) table.

The need to reprint occurs when a check/warrant is damaged or destroyed during the printing process and requires replacement. Reprint is allowed for both preprinted and plain check stock types. The Reprint Correction Type does not make any updates to CHREC. It will update the Print Status Indicator on the disbursement transaction to Ready for Reprint.