Void Issued Checks
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Work Instruction Functional Area: Accounts Payable Void Issued Checks
Purpose
Use this procedure to void an issued check.
Trigger
Perform this procedure when an issued check that has not had a stop payment placed on it needs to be voided in SAP.
Prerequisites
An invoice was cleared with a check.
Menu Path
Use the following menu path to begin this transaction:
SelectAccounting Financial Accounting Accounts Payable Environment Check information Void Issued checks to go to the Void Issued Checks screen.
Transaction Code
FCH9
Business Process Information
This transaction is used to correct a problem concerning an issued check when an invoice was cleared via the standard payment program. When an invoice is cleared using the standard payment program (transaction F110) the system automatically assigns a check number based on the check lot defined in configuration. The check data is then sent to the bank via the outbound positive payment/issue file interface. However, if the vendor invoice needed to be paid via manual check rather than standard payment program, this transaction would be used to void the issue check without reversing the payment.
The next step would be to create a manual check (transaction FCH5) and assign the manual check to the payment document. (FCHT). The standard stop payment procedures must be followed. The new manual check information would then be sent to the bank on the next positive/issue payment file interface.
This procedure would be executed by a supervisor in Accounts Payable. It is not typically done.
Helpful Hints
The R/O/C column in the field description tables below defines whether the field is required (R), optional (O), or conditional (C). On certain screens you may have to scroll to view some data entry fields. Work Instruction Functional Area: Accounts Payable Void Issued Checks
Procedure
1. Start the transaction using the menu path or transaction code.
Void Issued Checks
2. As required, complete/review the following fields:
Field R/O/C Description
Paying company code Required Company code that will be issuing the payment to the vendor Example: UC
8/19/2017 10_AP_FCH9_VoidIssuedChecks_0_CheckManagement_01.udc 2/6 Ver: © University of Cincinnati Work Instruction Functional Area: Accounts Payable Void Issued Checks
Field R/O/C Description
House bank Required Identification for an organization's particular cash account with a financial institution. All information regarding the account is determined using this key Example: PNC02
Account ID Required Bank account type Example: CHECK
Bank Key Optional ABA routing number for a bank account Example: 2134567
Bank Account Number Optional Bank account number Example: 5909069
Check Number Required Identifying number on a check Example: 001000
Void reason code Required Code identifying an explanation why a check was voided Example: 1
3. Perform one of the following: If You Want To Then Go To View the information prior to voiding Step 4 the check Click . Voice the check Click . Step 7
8/19/2017 10_AP_FCH9_VoidIssuedChecks_0_CheckManagement_01.udc 3/6 Ver: © University of Cincinnati Work Instruction Functional Area: Accounts Payable Void Issued Checks
Display Check Information
4. Review the displayed information.
5. Click .
6. Return to Step 3.
8/19/2017 10_AP_FCH9_VoidIssuedChecks_0_CheckManagement_01.udc 4/6 Ver: © University of Cincinnati Work Instruction Functional Area: Accounts Payable Void Issued Checks
Void Issued Checks (2)
7. Click until you return to the SAP Easy Access screen.
The system displays the message, "Check XXXX voided, payment document not reversed."
8. You have completed this transaction.
8/19/2017 10_AP_FCH9_VoidIssuedChecks_0_CheckManagement_01.udc 5/6 Ver: © University of Cincinnati Work Instruction Functional Area: Accounts Payable Void Issued Checks
Result
You have voided a check issued in SAP.
Comments
None
8/19/2017 10_AP_FCH9_VoidIssuedChecks_0_CheckManagement_01.udc 6/6 Ver: © University of Cincinnati