CMS Fund Accounting - How to Change a Paid Bill/Check?

PROBLEM: You have a check that has been issued, but you found out later that the shortcut number you used, or the amount of the distribution, was wrong and you need to fix it.

SOLUTION: You may only change a check if it was written in your current/future accounting month. If the check was from a prior accounting month, you must create a Journal Entry to correct the distribution or amount.

To change the vendor, date (within the current or future fiscal month), distribution on a current month check, or bank account, from Ledger & Payables, click Enter Bills | find the bill associated with the check that was incorrectly distributed.



Click the Change Bill button located in the upper right corner of the display.



The system will temporarily delete the check number associated with this bill, allowing you to change the vendor, date (within the current or future fiscal month), distribution on a current month check, or bank account.



Change any of the following items on the bill as needed:

  • Bank Account
  • Vendor
  • Invoice Number
  • Terms
  • Invoice Date
  • Due Date
  • Discount Date



Click the Pay Bill button and choose Manual Check.



The system will assign the same check number, date, and amount.



Click Close when complete.

To change the amount of a check, you must Delete the Check first! From CMS Ledger & Payables, click Entry | Checks - View, Void, Delete | click Find | By Check Number | and find the incorrect check.

Click the Delete button at the top of the display. This will delete the check number from the system.

 

  • You CANNOT reuse a check number if you choose VOID.
  • You CAN reuse a check number if you choose DELETE.

The System will confirm that you truly want to delete this check, answer Yes.

The System will delete that check number and automatically set the bill as unpaid.

Click Close.

Click Enter Bills and make the changes to the bill as needed.

Change any of the following items on the bill as needed:

  • Bank Account
  • Vendor
  • Invoice Number
  • Terms
  • Invoice Date
  • Due Date
  • Discount Date
  • Amount 

Click the Pay Bill button and choose Manual Check.



Enter the same check number and date that was originally assigned to this bill.



Click Close when complete.

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