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| Q: What to do when the A/P Check Run is interrupted due to a Printer Jam, Power Problem or other condition. |
A: When the printer jams or printing of checks is interrupted in some other way, two things will probably occur:
1. Only part of the checks will print.
2. The checks that don't print will show the voucher was paid with check number 0 (zero). Since the check did not process in the normal manner, no check number was assigned. In the DataModes system, a blank field (whether it be check number or some other field) is interpreted as a 0.
To fix this situation, please follow the steps listed below:
Initially:
1. Fix the jammed checks.
2. Turn printer back on. Allow print run to finish printing.
When Checks have finished printing:
3. Print a Check Register.
4. Print AP History by Vendor report.
5. Compare Check Register to printed checks and AP History by Vendor.
6. Compare check number, vendor, and amount. This information will identify which checks were printed and which have a check number of 0 (zero).
7. Determine which check numbers are incorrect in the Checks file (183). These are on your AP History by Vendor report.
8. Using DFBROWSE or EDIT182 and the AP History by Vendor report, enter the year, period, and tran number (the first one, not the tran number for the entry after the payment) at the edit screen. Use the F9 FIND key to open that record while the cursor is still positioned at the tran number field.
9. You will need a copy of this screen and the next screen. Create a print screen if possible then use the DOWN ARROW key to move to the second screen and create a print screen of it also. This information will be used along with the AP History by Vendor report to build the new record in the Checks file (183). (You may want to create print screens of a 'good' check as well, possibly using the record just prior to the one with the zero check number, to use for field comparison.)
10. Using DFBROWSE or EDIT183, open the checks file and at the CHK_NO field, enter the check number 0 (zero) then use the F9 Find key to locate the record. When the record is found, verify the information matches the AP History by Vendor report and the actual check. If it does, change the check number to the correct number and use the F2 Save key to save the record.
11. If you do not find a check number 0 in this file, a new record will need to be created.
12. Using the screen prints (from step 9) and the AP History by Vendor report, create a new record. You may want to use the screen print of the 'good' check record at this time to determine which fields to enter. DO NOT ENTER A RECORD NUMBER, that number will be assigned by the system when the record is saved.
13. When both files have been edited, they should match.
If all of the checks printed, you are finished.
14. If all the checks did not print, void and unpost the check(s) that printed incorrectly.
15. Verify the vouchers show as open.
16. Re-run the check(s) normally.
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| Information on the web at: http://www.datamodes.com |
| For more information, contact: tech@datamodes.com |
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