Correcting Problems with Checks and Check Runs 

Use

A range of problems can occur when checks are being used to make payments to suppliers. For example:

·         Once sent, the checks may be lost in the mail.

·         You may find entry errors when the schedule is confirmed.

·         Checks may be stolen or you may discover, after sending a check, that the vendor is billing you for too much or did not, in fact, perform the billed work at all.

The Federal Government solution offers programs you can use to correct these problems in the system.

Prerequisites

·        The schedule must have been confirmed.

·        If you want to use voiding or reversal reasons other than the ones we supply as standard, you must define these in customizing.

Procedure: Reversing Entire Check Runs

To use the program, proceed as follows:

...

       1.      In the Easy Access menu, choose Public Sector Management ®  Functions for US Federal Government ® Payment Processing ® Treasury Confirmation ® Reverse Entire Check Run.

The Treasury Confirmation: Reverse Entire Check Run selection screen appears.

       2.      In the Schedule to Reverse part of the screen, enter the number of the payment schedule you want to reverse.

       3.      Make the following entries in the Reversal Posting Details section:

¡        The company code and fiscal year affected

¡        Posting date and posting period

¡        The reason for the reversal 

       4.      Test Run

You can simulate the program in test mode first. The system then makes no changes to the database, but merely displays a log. You can then make changes as appropriate before running the program in live mode.

Result: Reversing Entire Check Runs

·        The postings made in the DIT and FBT accounts by the Treasury Confirmation program for these checks are reversed.

·        Reversal documents are created in the budgetary ledger and offset against the original payment documents.

Procedure: Reversing Checks and Check Ranges

To use the program, proceed as follows:

...

       1.      In the Easy Access menu, choose Public Sector Management  ®  Functions for US Federal Government ®Payment Processing ®Treasury Confirmation ®Reverse Check.

The Treasury Confirmation: Reverse Single Check selection screen appears.

       2.      In the Check Reversal Information part of the screen, enter the bank details and the check number(s) covering the check(s) you need to reverse.

       3.      Make the following entries in the Reverse Posting Details section:

¡        The company code and fiscal year affected

¡        Posting date and posting period

¡        The reason for the reversal

       4.      Where appropriate, you can enter a void reason code in theCheck Management Specifications part of the screen.

       5.      In the Recertify Payment Status part of the screen, proceed as follows:

¡        Check Recertified Payment Initiated Immediately to issue new checks for the payments reversed. (Select this option if stop reason code “A” was used on the SF-1184.)

¡        Check Recertified Payment Postponed to block payment while you investigate what went wrong. (Select this option if stop reason code “A” was not used on the SF-1184 – that is, if reason code “D” or “G” was used.)

       6.      Test Run

You can simulate the program in test mode first. The system then makes no changes to the database, but merely displays a log. You can then make changes as appropriate before running the program in live mode.

Result: Reversing Checks and Check Ranges

     The check(s) in question are voided.

     The postings made in the DIT and FBT accounts by the Treasury Confirmation program for these checks are reversed.

     Reversal documents are created in the budgetary ledger and offset against the original payment documents.