Management of Check (Cheque) Stacks (SAP Library

Management of Check (Cheque) Stacks

Purpose

With the help of the check stack management function it is possible to define a main inventory for every position type, (for example, Eurocheck, bearer check) in the system.

Issuing checks to customers is done by means of check stack management.

You can define the position locations in the system. Individual organization is taken into consideration, meaning that you first create the checks centrally, then they are distributed to the other issuing locations.

Check stack management offers the advantage that when checks are issued in this way, the main inventory or the inventory at the issuing location is updated.

If you use check stack management in payment transactions, the system checks if the check number used in payment transactions already exists in a stack. The system does not check if the check number exists in a blocked stack.

This graphic is explained in the accompanying text

Prerequisites

You must define a physical storage location for your main inventory. Along with the location for the main inventory, (for example, safe) you can define other physical locations, (for example, teller counter) at which smaller inventories are kept. You create the locations by choosing Means of Payment Management ® Check Stack locations ® Create.

By choosing Means of Payment Management ® Check Stack Locations ® Maintain, you define the inventory locations and the position type and maintain the principle of dual control for the creation of check stacks. Here you also set the indicator showing if ‘Direct creation’ and ‘Distribution’ to other physical locations is permitted for this position type.

Position type: If you leave this field blank, the following entries apply for all position types. If you explicitly specify a position type, this entry has higher priority than the general entry for all position types.
Direct creation: This indicator permits or prohibits the direct creation at a location. If , for example, a teller counter is only allowed to obtain this position type from the main inventory, do not set this indicator. This ensures that this position type is only requested from the main inventory location.
Distribute: This indicator is connected to ‘Direct creation’. Only if it is set can a location become main inventory location, as it is then permitted to distribute parts of the inventory to other locations (for example, to teller counters).
Principle of dual control: If this indicator is set, the creation of positions/inventories must be released by another person. The principle of dual control applies only to the creation, not to the issuing of checks. The principle also applies if a location obtains checks from another location.

Process flow

Your bank receives a main inventory of checks of a certain type (for example, Eurochecks).

You must now define this main inventory in the system (for example, by entering the location safe). To do this, choose Means of Payment Management ® Check Stack Management ® Create ® Direct Creation.

The check stack is now in the main inventory. If you have already created checks with the help of check stack management and more checks available for issue exist for the specified check type and the specified location, these are also displayed. Up until now, no data has been updated, meaning that you can choose between two types for creating a main inventory: Create or add.

Create: The new check stack is created with a new stack number and, if the principle of dual control is set, has the status ‘to be released’.

Add: In this case at least one stack of the same position type must already exist in the bank area at this location. Only those stacks are displayed that do not yet have a following stack. Select the stack to which the new check stack is to be added and then choose ‘Add’. The new stack is then created with the same stack number, but with a new sequential number. The new sequential number is noted on the added stack as following/next number. In this way it is ensured that when checks are issued, the added check stack is used if the first one has been used up. If the principle of dual control is set, the newly added partial stack receives the status ‘to be released’.

You take a stack from the main inventory (safe) and bring it to an issuing location (for example, printer, teller counter, branch....). You note this withdrawal in the system by choosing Means of Payment Management ® Check Stack ® Creation ® Obtain Checks.

You specify the bank area, position type, the number of checks, the originating location and choose ‘Request’.

On the following screen the system proposes the check numbers. Here, too, you have the option of newly creating the stack or of adding to an existing one. No data is updated. You may overwrite the numbers.

Once you have successfully created the stack, it is in the supply of the new storage location.

You issue checks to a bank customer. To do this, choose Means of Payment Management ® Check Stack Management ® Issue Checks. Note that you cannot issue unreleased stacks.

Specify the bank area, position type, the customer’s account number, number of checks to be issued, originating location and stack number and choose request. The stack number is optional. If only one stack number exists, the system automatically uses this.

On the following screen the system proposes the check numbers. This can be either an interval or a table control if the numbers do not come from a stack.

If not enough checks exist for a stack number, the system issues a message that less checks than you requested are proposed for issue. You will then have to request the missing number of checks again.

This graphic is explained in the accompanying text

By choosing Means of Payment Management ® Check Stack Management ® Display, you can have the available, the issued and the blocked stacks displayed.

If you made an entry error during ‘Direct creation’, you can delete the incorrect stack by choosing Means of Payment Management ® Check Stack Management ® Create ® Delete Stack. However, deleting a creation is only possible if the stack has not yet been further processed. This includes that this stack has not yet been released.

Result

The created check stacks with pre-numbered checks are now available for issuing to your customers and can be administered by means of check management once issued.