Check or Electronic Payment Corrections in Auditor
Making Corrections
For most changes, go to Reports & Graphs / Checks. Click on the check you wish to correct, then click Edit Check. Make your changes, and click OK to finish.
If you need to change the date in a previous month, or from one month to another, go to the back end. Click Auditor, click View Journal, and find the check you wish to correct. Change both the AccountingDate and the Date to the correct values. Click Close twice to return to the front end.
If you need to correct a check number, that can usually be done in the front end. Duplicate numbers can be entered in View Journal in the back end if necessary. And the back end is generally easier when changing multiple numbers at once.
Duplicate Checks or Electronic Payments
Duplicate checks/payments can be deleted in the back end. Go to Auditor, then View Journal. Select the check you wish to delete, and press Delete on your keyboard. However, remember that deleting leaves no audit trail, so it should generally only be done when the check was recently written. Otherwise, they should be voided as below.
If the duplicate check uses a check number that you wish to use for a real check, then go to Reports & Graphs / Checks. Click on the check whose number you need to re-use, then click Edit Check. Check the Electronic Payment box, and click OK to save the change. Then continue to Void a Check (below) to void the duplicate.
If your duplicate is an electronic payment or if you do not need to re-use the check number, simply go to Void a Check (below) to void the duplicate.
Erroneously Voided Check
If a check was voided by accident, "unvoiding" can be accomplished by deleting the voiding entry (see Duplicate Checks above), and then editing the memo of the voided check to remove the "void" notation. However, this leaves no audit trail, so should generally only be done when the void happened recently.
Otherwise, re-enter the voided check as an electronic payment. Use the memo to reference both the original check number and the voiding entry number. This creates an audit trail.
Remittance Checks
Remittance checks can only be corrected in the back end, even in Auditor, even if the month is not yet closed.
Most corrections can be made by going to Auditor, then View Journal. You can correct the date, check number (SeqN column), or Memo in the top Journal section. The amount of the check and its splits can be corrected in the bottom Journal Items section.
If the check is just plain wrong, or if you need to add account lines, it's usually easiest to delete the check (select it in View Journal, then press Delete on your keyboard), then go back to the front end and write a new check via Accounting / Make Manual Remittance.
However, it is possible to add account lines to a check in the back end. First, go to Auditor / View Journal, find the check, and find its JournalID by hovering over the left-hand column. Close View Journal, and go to Tables / Accounts and find the AccountID of the account you need to add to the check. Go to Tables / JournalItems, and in the last line, type in the JournalID, AccountID, and Amount (the amount will generally be negative). Leave the JournalItemID blank. Then go back to the front end and verify that you did what you intended to do.
If you need to change the bank account, go to Auditor / View Journal, find the check, and find its JournalID by hovering over the left-hand column. Change the account in the lower Journal Items section. Then go to Tables / Accounts and find the AccountID of the bank account the check should be from. Go to Tables / Journal, use the JournalID to find the check, then change the zSingleAccountID column to the correct AccountID.