PSA L&P - Checks: How to change the check number when printing checks

How to change the check number when printing checks

The Print Checks Process has several steps and step 3 allows you to change the check number regardless of the check sequence or check ceiling as long as the number has not yet been used.

Step 1: Click the Checks Icon, Select the Bank Account and mark the Bills you want to pay. Update the Check Date and the Beginning Check Number if necessary. Then, click Print Checks at the bottom of the screen. NOTE: You may get the following message:

As noted, you will still have the opportunity to update the check number later. This message may mean you have a check ceiling that is lower than the Beginning Check Number you attempted to enter or that you have already printed checks that are beyond this number. Click the following link to learn how to update your check ceiling.

Step 2: The next screen gives you an idea of what your checks will look like. You may not update the check number here, but you may in a later step. If you see the correct Vendor/Check Amounts/Expense Accounts, you may click the Create Checks button at the bottom of the page. Note: Once the Create Checks button has been selected, the checks are recorded in Accounting and may only be removed by a 'delete' (IF you have that privilege) or a Void.

Step 3: This is the step where you may update the check number to one that has never been used.

  • Also, when you change a check number in a sequence (several checks are listed on the Print Checks page), as long as the number you enter is numeric, you will be asked if you want to re-sequence all subsequent check numbers in this list.
  • A check number cannot start with a zero. Check number 01005 would be entered as 1005.
  • If a check was flagged as printed when indeed it was not, you may not re-use the check number. However, you may get around this issue by adding a letter to the end of the check number.

This example shows a single check number changed to add an alpha character at the end.  In addition to the reason listed previously, this is also recommended when a digital transaction has taken place and you do not want to throw your hard copy checks out of sequence.


Step 4: Print the checks. Before answering the prompt asking if the checks printed correctly, make sure they have. If they are not numbered correctly (for instance, if they printed in reverse order than expected) you may go back to Step 3 and renumber the checks in the system as long as you haven't answered this question hastily and before checking.

Step 5: After checking to see if the checks printed properly, answer the prompt. If they did print correctly you are done. If not, go to Step 6.

Step 6: If the checks did not print in the order expected or there is something else wrong with the numbers, it's not too late to change the numbers. As soon as you answer, 'no' to the prompt, you will be taken directly back to the screen in Step 3 where you may update the check numbers. You do not have to actually reprint the checks, but you must generate the PDF again, for the new numbering sequence to take effect. Just follow the steps from Step 3 on until the numbers are correct.

Related Articles

How to change the check number after printing the check

How to set the check ceiling (next check number out of sequence)

Checks: How to resolve duplicate check number issues

Print Checks Process


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