Returned or Cancelled Checks

Upon notification that a check has not been received by the vendor, is still outstanding, or upon receiving an uncashed check returned to Order Services:

1. Identify the invoice or invoices involved.
• Using Display Invoice, enter the check number into the Check# field of the Wizard. The resulting window will be a summary of all invoice lines paid against that check.
2. If we do NOT need to re-issue the check, simply notify Leigh Clayton to cancel the check. The cancelled check will then appear on the GL as a credit.
   • Make appropriate notations in the corresponding invoice record(s) that the check has been cancelled, and the reason.
3. If it IS necessary to re-issue the check (to the same vendor), notify Meera Sardessai in Disbursement Services to void and reissue (copy Rose Gibson). When this is done, the credit/reissue will not appear on the General Ledger, but will be credited and debited to reissue the check. ("Since the payment is being cancelled and reissued, we should not see an entry to our "budget" accounts.  The cancellation and reissue (new check) only affect the liability and cash accounts" - Keith Cribbs, Accounting)
• If the check is to be voided AND reissued, it is NOT necessary to credit and re-invoice in Acorn.
• When asking to void and reissue, also ask that we be notified by e-mail of the new check number so that the invoice record in Acorn may be updated with the new date and check number.
• Add a note to the Comments field to indicate the number and date of the lost check, and that it was reissued.
4. If it is necessary to re-issue the check to a different vendor, it will be necessary to credit and re-invoice in Acorn:
   • Notify Meera Sardessai in Disbursement Services to void the check (copy Rose Gibson).
   • Create a new invoice line on the same invoice (or invoices) in Acorn as an adjustment. Enter the credit amount, and change the status to Paid (using the same check number); be sure to note in the invoice record the reason for the adjustment.
   • Create a new invoice, modifying the invoice number (generally by appending an "A" to the end of the invoice number). If the vendor is different, it will also be necessary to create a new orderline with the correct vendor ID for the new payment.
   • Submit the new invoice for payment as usual.