Checks – Voids and Spoils

February 26, 2018

 

Checks – Voids and Spoils

Follow these steps to properly handle voided and spoiled checks.  You can also inquire about a check’s status.

To void or spoil checks

  1. In preparation, mark the check VOID.  Mark through the treasurer’s signature and counter-signature with a black felt-tipped pen.

  1. Staple the spoiled check to the yellow To receive money form.
    File the form in the daily business files and retain for six (6) months.
    Voided or spoiled checks must be entered into the system.

  1. Click Tools Tools  on the left-hand side of the application window or press the F4 key.
    The Tools / Admin Menu 1 of 2 appears.

Tools / Admin Menu 1 of 2 appears

  1. From the Tools/Admin Menu 1 of 2 screen, click on the  button Check Inventory button or press the F10 key.
    The Check Inventory Maintenance screen appears.

Check Inventory Maintenance screen

Note: You can enter voided or spoiled check information or inquire about previous entries from the Check Inventory Maintenance screen.

The following table describes each field within the Check Inventory Maintenance tab.

Field

Description

Check Inventory Option

Click the option button to select the option.

  • Inventory Status Update

  • Inquiry

Note: When selecting Inquiry, type check number in the Check Number field (maximum 8 numeric characters).

Inventory Status Update

When selecting Inventory Status Update, type the following:

  • Beginning Check Number (maximum 20 numeric characters).

  • Ending Check Number (maximum 20 numeric characters).

  • Check Status- click the down arrow to the right of the field, then select either SPOILED or USED.

Note: USED is another term for Void.

Back to Tools (Esc)

Returns to the Tools/Admin Menu 1 of 2 screen.

Submit (Enter)

Displays the Check Inventory Maintenance 2. Finish tab.

 

  1. From the Check Inventory Maintenance tab, you can:

    • Determine if a check has been reported as spoiled, or

    • Report a spoiled or voided check.

To determine if a check has been reported as spoiled

  1. Select the Inquiry option and type the check number into the Check Number field.

  1. Click on the Submit (Enter) button or press the Enter key.
    The 2. Finish tab appears.

  1. Select one of the following:

    • Click on the Back (Esc) button or press the Esc key to return to the Check Inventory Maintenance tab.

    • Click on the Return to Tools (Enter) button or press the Enter key to return to the Tools/Admin Menu 1 of 2 screen.

To report a spoiled or voided check

  1. Click on the Inventory Status Update button.

  1. Type the check number in the Beginning Check Number and Ending Check Number fields.

Note: For multiple checks, type the first voided check in the Beginning Check Number field and the last voided check in the Ending Check Number field.

  1. From the Check Status drop-down menu, select Spoiled.

Note:  Available options for the Check Status include: Spoiled, Used.

  1. Click on the Submit (Enter) button or press the Enter key.
    The 2. Finish tab appears, displaying the check number and status.

Note: Verify that the information is correct.

  1. Select one of the following:

    • Click on the Back (Esc) button or press the Esc key to return to the Check Inventory Maintenance tab.

    • Click on the Return to Tools (Enter) button or press the Enter key to return to the Tools/Admin Menu 1 of 2 screen.