Work Instruction
Functional Area: Accounts Payable / Void Checks Not Used
Purpose
Use this procedure to delete unused manual check stock (Quicken).
Trigger
Perform this procedure when unused manual check stock has been damaged or otherwise rendered unusable.
Prerequisites
None
Menu Path
Use the following menu path to begin this transaction:
  • Select AccountingFinancial AccountingAccounts PayableEnvironmentCheck InformationVoid to go to the Void Checks Not Used screen.
Transaction Code
FCH3
Business Process Procedure
This transaction is specific to only the manual Quicken stock maintained in the Accounts Payable Office. The Accounts Payable Office uses the Quicken check stock to issue emergency checks outside of the SAP check runs.
Quicken checks are printed on pre-numbered check stock. The check numbers are stored in SAP check lots. Bank account reconciliation will depend on the accuracy of the check numbering in SAP for these manual checks. It is important to make sure the check number printed on the check matches the check number used in the SAP payment transaction. If any of the pre-numbered checks are damaged and cannot be used in a payment transaction, the check must be voided from the SAP system. If the check number is not voided from the system, the next payment executed will have the wrong check number assigned.
If a Quick check(s) are damaged, the Accounts Payable Supervisor will verify the check number(s) that need to be deleted from SAP. The AP Supervisor will execute this transaction to void the check number(s) from the system. The AP Supervisor will then verify that the next Quicken check number to be used is the same check number to be used in SAP. If a manual check was voided by mistake, the void transaction can be reset by executing transaction FCHE. The once voided check will then be available for use in the system.
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 Checks Not Used
Procedure
1. / Start the transaction using the menu path or transaction code.
Void Checks Not Used

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
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:
PNC01
Account ID / Required / Bank account number
Example:
DISBU
Check number from / Required / Identifying number on a check
Example:
9999906
To / Optional / End value when specifying a range
Example:
9999906
Void reason code / Required / Code identifying an explanation why a check was voided
Example:
04
3. / Click .
/ The system displays the message, "Checks XXXX to XXXX have been voided."
4. / Click until you return to the SAP Easy Access screen.
5. / You have completed this transaction.
8/27/2017
Ver: / 14_AP_FCH3_VoidUnusedChecks_0_CheckMgt_01.udc
© University of Cincinnati / 1/4
Work Instruction
Functional Area: Accounts Payable / Void Checks Not Used
Result
You have voided manual check stock that is not going to be used.
Comments
None
8/27/2017
Ver: / 14_AP_FCH3_VoidUnusedChecks_0_CheckMgt_01.udc
© University of Cincinnati / 1/4