Modules»Accounts Payable»Immediate Check - Forgot to Re…
  • RSS Feed

Last modified on 9/16/2015 10:53 PM by User.

Immediate Check - Forgot to Record

It happens, the Immediate Check Printing (Task 8 in AP) program is used, but then someone forgets to enter the invoice into Voucher Entry & Editing (Task 1 in AP) so the voucher can be marked as paid.  This can happen (1) before a month is closed or (2) after it is closed.  Below are the instructions on how to handle this situation in both cases.

 A sample scenario would be: It is March, but an "immediate check" was printed for $100 on February 18th.  However, it was not until March 10th that it was discovered that the voucher was never entered into the Profits Plus system.

 Before the month is closed:  Even though it is March, February has not been closed yet.

This is the easiest scenario. Enter, with no other transaction in Voucher Entry & Editing (Task 1 in A/P), the invoice/voucher using the correct date (February 18) in the month not yet closed.  Be sure that field #7 (Check#) is filled in and field #8 (Due/Ck Date) contains the date from the non-closed month (February 18).

 Post the voucher by itself.  Never combine dates from two different months on the same posting, that’s why we suggest the forgotten invoice be entered and posted in its own batch.

 After a month has been closed:  It is March, and February has already been closed.

 A few steps must be taken if this is the scenario.

 Step 1:  Enter the invoice/voucher through regular Voucher Entry & Editing (Task 1 in AP).  Use a current date (March 10), along with the original check number.  The actual check will be cleared next month.

 Step 2.  Using Task 20 in AP (Check Account) add a new check record.  Enter the following information in each field:

            Field 1 - use # 3-  Bad Check

            Field 2 - enter the date from the original check date (February 18)

            Field 3 - use a three letter code.  This code will be used in the next step.   It

 "links" the two records together.  i.e. OOP - short for "oops"

            Field 4 - leave blank

            Field 5 - enter the last date of the month from the original check date (February


            Field 6 - enter the amount of the check ($100)

            Field 7 - leave blank

 Step 3.  Enter another new check record in Task 20 (Check Account), enter the information as follows:

            Field 1 - use #5 - Lost Check

            Field 2 - enter date from current month (March 10)

            Field 3 - same code given in step 2. (i.e. OOP)

            Field 4 - leave blank

            Field 5 - leave blank, until reconciling bank statement next month.  See step 4 for


            Field 6 - enter the amount of the check ($100)

            Field 7 - leave blank


Step 4.  Next month, when reconciling the bank statement (for March), bring up the record created in Step 3.  In field 5 enter the last date of the previous month (March 31)

Step 5.  Clear the original check.  In Task 20 (Check Account), enter the original check number in field 1 and proceed to clear the check with the clear date (March) that normally would be done.


Enter two new check records in Check Account (Task 20); one as a "Bad Check" (with all the correct information) and one for "Lost Check" (leaving the 'clear date' blank until next month).  The reason for entering two records now is so that you don't forget to enter the "Lost Check" next month.

A suggestion is to make a physical copy of the check and write on it:

Cleared in (February)/Vouchered in (March)

Then underneath, in two columns, write the information entered for each field.  This way, the 'code' can be remembered and you have a physical piece of paper to remind you, when clearing checks next month (Step 4), to finish the record created in Step 3.