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SAP Business ByDesign

Outgoing Check Handling

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Hello everyone,

The purpose of this document is to provide insights about the handling of Outgoing Checks within Business ByDesign, mainly exposing the difference and consequences of the Reverse and Void actions.

When it comes to actions for outgoing checks, the system has different behaviors for Reverse and Void.

Reverse

This action can only be executed if the check is still in status Ready for Transfer. It will cancel the check and the corresponding objects and postings (e.g. Clearing, Payment Allocation and Payment Order).

The number of the canceled check will be returned to the check lot and will then be the next check ID. This has to be considered especially when using prenumbered check forms. If you do not want the number to be used again, you have to go to the check lot and click the Void Unused Check button. The number will then no longer be available.

Current Check in Check Lot before creation of the next Outgoing Check.

New Outgoing Check created and reversed (status Canceled).

The number of the canceled check returned to the Check Lot and is the Next Check to be picked.

Click Void Unused Check in order to void Check Number 100329 as we don't want this number to be picked again.

As a result the voided Check Number is no longer displayed as the Next Check.

Concept: Cancellation of an outgoing check that has already been issued.

If an outgoing check has already been issued (status In Transfer), you cannot cancel the outgoing payment since the check may already be on the way to the payee and it cannot be guaranteed that it will not be cashed.

On the other hand, if the check has not been sent out to the payee yet or cashing of the check can be prevented by making a telephone call to the payee or the bank, cancellation of the payment should be possible. In this case, the status of the corresponding outgoing check for this payment has to be set back to Ready for Transfer.

Void

This action is mainly necessary for checks that are printed on prenumbered check forms. The action changes the status of the check from In Transfer to Void (on the UI these checks will be displayed as Canceled so as the checks that were reversed).

Voided checks can be reported to the bank to make sure that they are not cashed. The voiding automatically creates a subsequent check with the same data. The new check is assigned a new number. In the Original Check ID field (displayed in the details area of the payment monitor or on the check UI), the number of the original check will be entered.

This provides a way of tracking which numbers are involved. The document ID will be the same for both checks. The number of the original check will not be returned to the check lot.

    Actions > Void + enter voiding details.

The voided check receives the status Canceled and Check Voiding Data information is displayed. This is also a way to differentiate a voided check from a reversed check since both have the same status Canceled.       


Subsequent check is automatically created by the system and a new Check Number is assigned. The Document ID is the same for both checks.


   In the subsequent check the Original Check ID is displayed.


You can also find further information regarding Outgoing Check creation and handling in the below help documentation:


  • Payment Monitor Quick Guide
  • Check Lots and Check Numbers for Outgoing Checks


Be welcome to post questions in our Financial Management forum http://scn.sap.com/community/bydesignbc/fm                     

Best Regards,

Albert Pilger

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