In the world of financial transactions, managing checks accurately is crucial. Whether you're dealing with printed checks, accidental errors, or changes to payment details, knowing the right action to take can save you time and prevent headaches.
When to Spoil a Check
Think of spoiling a check as discarding a piece of paper that was intended to be a check but never actually became one.
Use Spoil when: Checks were ruined and never printed — e.g., a printer jam, a spill, or an accidental letter printed on check paper.
How to Spoil: Select Spoil Checks from the Actions menu, enter the check number(s), select a date, and click OK. ProLaw® makes a zero-amount Journal entry for that check number.
When to Void a Check
Voiding a check is like canceling a transaction that has already happened. The check was printed, but it will not be cashed.
Use Void when: A check has been printed (or handwritten) but will not clear the bank.
Cautionary Notes:
- Do not use this feature to void payables.
- Do not use for checks that were ruined and never cut — use Spoil for those.
- The void date is very important, especially if the check is voided in a different month than it was cut.
When to Use a Manual Check
The Manual Check function is your go-to for making corrections to check details that have already been recorded. Use it when a check's amount, date, payee, or any other detail needs changing after it has been issued or recorded, but the check is valid and will be cashed.