Void, Typed, and Reversed Processing
This page discusses processing hand-written checks and check reversals, and how to void pre-printed checks.
Hand-Written Check Processing
Check Data Entry
The AP Create/Update TR Set (APTRBTUB) page process identically to other AP pages where a PO transaction is created in the PO system and extracted within AP.
Invoices paid with hand-written checks may be loaded via a flat file; see APOHUTIN or APOHUTCB. Update the AP Type to HW.
To extract an order and document the distribution of a hand-written check, on APTRBTUB:
- Add a record with the required fields (Set ID, User Set Total, and Set Type as HW for Hand Write).
- On the Invoice > Invoice Detail, add an Invoice reference number, Invoice date, Vendor ID, User Invoice Total.
- On Invoice > Invoice Detail > Invoice Details > Main, add the desired Bank ID, check number to be referenced and DIV code.
- On Invoice > Invoice Detail > Invoice Details > Misc, add Transaction Format.
- On the Invoice > Invoice Detail, identify the PO to extract. Verify the PO will be paid in full or partially paid.
- Select the Extract button to download PO data directly into the HW set.
- On Invoice tabs, verify correct and complete data was inserted into the set.
- On the Set tab, verify totals and record counts.
Proofing the TR Set
Perform a set proof (APTRBTBP) to proof the TR Set. This function can also be accessed from the APTRBTUB page links. If the proof is approved, continue with distribution (APTRBTDS) of the Set to document the hand-written check within various subsystems.
Posting the TR Set
Use APTRBTDS to distribute/post a TR Set. Verify the reports are accurate and complete. The job number is the link to the distribution and documentation of this transaction. Optionally, verify the posting of the disbursement within other pages, such as APOHUPTR, GLUTTR, and ENUPTR.
Check Reversal Processing
- Check Data Entry (APTRBTUB)
- Proofing TR Set (APTRBTBP)
- Posting TR Set (APTRBTDS)
- Re-issuing Check (APOHBTUB)
Check Data Entry
Access the Create/Update TR (Typed & Reversed Checks) Set page (APTRBTUB). Enter the Set ID for the Reversal Set, the User Set Total of the checks being reversed, and select Set Type RV for Reversal.
On the Invoice tab, enter the Invoice reference, Vendor ID, and Invoice Date.
Select the Reversals tab and enter the Check ID and Check Number. Click the Extract button to pull the check information into the Set. A "Check Extracted" message displays, and the new record is added to the Set.
The extracted data can be viewed by selecting the Invoice tab. It is not necessary to make any modifications to the record. Once all checks that need to be reversed have been extracted, close the page.
Proofing Reversal Set
Once the Set data entry is complete, run a Set Proof Listing (APTRBTBP) to verify data. This function can also be found on the AP Create/Update TR Set (APTRBTUB) page, under Links. When using this link, the Job Request window will default the TR Set ID name of the active TR Set record.
The Long (verbose) Format is recommended in order to check all data entry, such as vendor information, invoice information, etc.
Posting Reversal Set
After the Set Proof Listing data has been verified and confirmed as correct, distribute (post) the TR Set to the AP database (APTRBTDS). This function can also be found on the AP Create/Update TR Set (APTRBTUB) page, under Links.
If the check does not need to be reissued, select "No" for the question to create an OH or IP Set of reversed entries. The Posting Date will default to the current date but may be overwritten.
After submitting the job, reports are generated that show the expense being reversed and the PO status and encumbrance reinstated.
The new Set can be accessed via the appropriate menu mask (APOHBTUB for Set type OH, APIPBTUB for Set type IP). Make any necessary modifications to the record on the Invoice tab.
Reissuing Check
If it is necessary to reissue the check, the system can automatically enter the record(s) for the check into a new AP Set. When running APTRBTDS, select "Yes" for the question to create an OH or IP Set of reversed entries. The Posting Date will default to the current date but may be overwritten. Select either an OH or IP Set type to reissue the check. Enter the name of the new Set.
After the Set is posted, proceed with normal AP Set processing (Open Hold Invoice Processing for OH Set, Immediate Pay Processing for IP Set).
Void Pre-Printed Checks
The APTRUTVC utility is used to void pre-printed checks that will not be used and are not presently in BKUPRC. If the check number already exists for the given bank ID in the OH and BK databases, that check number cannot be voided; follow the Check Reversal Processing steps listed above.
APTRUTVC creates a set in APTRBTUB of the check numbers to void. Upon posting the Set using APTRBTDS, the voided check numbers will be placed in BKUPCD with Status "VD" (Void).