FAQ #: 68
I am trying to enter a check # to void in the A/P Check Inquiry/Void program, but am receiving an error that the check is not on file.
First check the G/L account number that you entered before entering the check number. Checks are stored by the G/L account number under the bank in which they were paid. Secondly the check must still be in either the Disbursements File or the Disbursements History File in order to be voided. The Disbursements File contains checks just written that have not yet been updated by the Disbursements Journal. The Disbursements Journal then updates them into the Disbursements History file where they are stored until they are purged by the Disbursements History purge. We recommend running the Disbursements History purge when ever you run the A/P Invoices/Credits Purge program and using the same cut-off date in both. This insures that you do not try to void checks but no longer have the invoices on file in the Analysis to reinstate to an "unpaid" status. It also insures that if you see checks paying invoices in Analysis, that they are still in Disbursements History and they can be voided.