Check or Electronic Payment Corrections in Auditor
As always, remember to do your best to leave an audit trail. When corrections in closed months are necessary, memos should be added/edited whenever possible or, failing that, notes should be written on printed reports.
Most corrections can be made in the front end, the same way a treasurer would make the correction in the current month.
Remittance checks are tightly protected, even in Auditor. Click here for instructions to correct remittance checks.
Making Corrections
For most changes, such as bank account, payee, amount, fund distribution, or memo, use the front end.
If you need to change the date of a payment in a previous month, or from one month to another, go to the back end by clicking Auditor / View Journal. 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.
Check numbers can usually be corrected in the front end. Duplicate numbers can be entered in View Journal in the back end if needed. 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 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 Accounting / Void a Check to void the duplicate.
Voiding Issues
If a check should not have been voided and the void happened recently, "unvoiding" can be accomplished by deleting the voiding entry in Auditor / View Journal, and then editing the memo of the voided check to remove the "void" notation. Otherwise, create an audit trail by re-entering the voided check as an electronic payment, using the memo to reference both the original check number and the voiding entry number.
If a check was voided multiple times, and the extra void happened recently, delete the extra voiding entry in Auditor / View Journal, and then edit the memo of the voided check to remove the extra "void" notation. If it happened farther back, create an audit trail by reversing the extra voiding entry with a new electronic payment, using the memo to reference all the pertinent transaction numbers.
If a voided check number needs to be re-used, the voided check can be edited if it's in the current month. If it's in a past month, it can generally be deleted in Auditor / View Journal, after which the treasurer can enter the correct check in the current month. If it can't/shouldn't be deleted, you can use Auditor / View Journal to force Jewel to accept the duplicate check number, make one of the checks an electronic payment and record the check number in the memo, or change one of the check numbers to something similar (such as changing 1234 to 101234).
If you need to void a check that's already been cleared, you'll need to reverse it manually by entering a negative electronic payment. Or you can undo the reconciliation, void the check, and redo the reconciliation.
Remittance Checks
See Fixing Remittance Issues in Auditor