How to Adjust Checks in Sage 100

Voiding Unissued Checks

The simplest form of check adjustment is voiding an unissued check. This typically occurs when there's a printer malfunction or when a check becomes physically damaged before being issued. To maintain proper audit trails, you'll need to record the voided check in the system.

To void an unissued check:

1. Navigate to Accounts Payable Main menu > Manual Check and Payment Entry
2. Enter the bank code, check number, and check date
3. Type .00 in the Check Amount field
4. Click Yes when prompted about voiding the check
5. Click Accept to complete the process

Reversing Issued Checks

When you need to reverse a check that has already been issued and recorded in the system, the process is more involved than voiding. This might be necessary if you sent payment to the wrong vendor or issued an incorrect amount.

For checks without Job Cost distributions:

1. Select Modules, Accounts Payable, Main, Manual Check Entry
2. Enter the bank code associated with the check
3. Input the check number to reverse
4. Confirm the check reversal when prompted
5. Choose whether to recall original invoices

Using the Reverse Check Run Utility

With the release of Sage 100 2020.1, subscribers gained access to a new Reverse Check Run utility, which streamlines the process of reversing multiple checks simultaneously.

Important considerations:

• Only available for Sage 100 Subscription users
• Located in the Accounts Payable Utilities menu
• Can reverse entire check runs
• Works with both Auto (standard) and Electronic check types
• Only processes checks posted to cash disbursements journal

Check Adjustments with General Ledger Integration

When adjusting checks that affect the General Ledger, proper distribution is crucial for maintaining accurate financial records.

Distribution process:

1. Access the Lines tab in Manual Check Entry
2. Select the GL Distribution Button
3. Enter the appropriate GL Account
4. Input the original check amount as a negative value
5. Click Accept to save the distribution

Bank Reconciliation Adjustments

Sometimes check adjustments need to be made during the bank reconciliation process. Sage 100 provides tools to handle these situations through the Check, Deposit and Adjustment Entry feature.

Key functions:

• Enter outstanding checks and deposits
• Record bank account adjustments
• Process wire transfer payments
• Handle electronic payment adjustments
• Manage miscellaneous bank charges

Working with Sage Bank Feeds

For users connected to Sage Bank Feeds, the system offers automated matching capabilities for check transactions.

Matching criteria:

• Check number must match
• Amount must be identical
• Check date must not be later than the posted bank feed transaction
• Reference numbers are compared when available

Multi-Currency Considerations

When dealing with checks in different currencies, additional steps may be necessary to ensure proper adjustment and recording.

Currency adjustment requirements:

• Verify exchange rates are current
• Ensure proper FASB 52 compliance if applicable
• Review currency codes and conversion settings
• Confirm proper posting to multi-currency accounts

Best Practices for Check Adjustments

To maintain accurate financial records and proper audit trails, follow these established best practices:

Documentation requirements:

• Record detailed reasons for adjustments
• Maintain copies of original checks
• Document approval processes
• Track adjustment dates and responsible parties

Security considerations:

• Implement proper user permissions
• Establish approval workflows
• Maintain separation of duties
• Regular audit of check adjustment activities

Troubleshooting Common Issues

When adjusting checks in Sage 100, you may encounter various challenges. Here are solutions to common problems:

Integration issues:

• Verify module integration settings
• Confirm posting dates align
• Check account permissions
• Validate bank code setup

Posting errors:

• Review GL account structure
• Confirm fiscal period status
• Verify available funds
• Check for account restrictions

Reporting and Audit Trails

After making check adjustments, proper reporting is essential for maintaining accurate records:

Key reports:

• Manual Check Register
• Bank Reconciliation Report
• GL Transaction Detail
• Audit Trail Reports

System Requirements and Setup

To ensure smooth check adjustment processes, verify these system components:

Technical requirements:

• Latest Adobe Reader installation
• Google Chrome browser (recommended)
• Browser zoom set to 100%
• Proper printer configuration

Regular Maintenance

To maintain efficient check processing and adjustment capabilities:

Periodic tasks:

• Update exchange rates regularly
• Review and clear old transactions
• Verify bank feed connections
• Update security permissions

Integration with Other Modules

Check adjustments can affect multiple areas of your Sage 100 system:

Connected modules:

• General Ledger
• Accounts Payable
• Bank Reconciliation
• Purchase Order
• Payroll

By following these comprehensive guidelines and best practices, you can effectively manage check adjustments in Sage 100 while maintaining accurate financial records and proper audit trails. Remember to regularly review and update your procedures as new versions and features become available, and ensure all users are properly trained on the correct processes for handling check adjustments.

Citations: [1] https://www.top-sage-resellers.com/blog/sage-100-reverse-check [2] https://help.sbc.sage.com/en-us/start/settings/check-printing-settings.html [3] https://www.rklesolutions.com/blog/sage-100-reverse-checks [4] https://help-sage100.na.sage.com/2018/Subsystems/BR/BRMain/CHECK_DEPOSIT_ADJ_ENTRY_OVR.htm [5] https://www.youtube.com/watch?v=A7jsIMR0fSg [6] https://help-sage100.na.sage.com/2018/Subsystems/BR/BRMainFields/Check,_Deposit_&_Adjustment_Entry_-_Fields.htm [7] https://www.dsdinc.com/2022/03/25/sage-100-multi-currency-series-your-guide-to-setting-up-fasb-52-in-dsd-multi-currency/ [8] https://www.youtube.com/watch?v=0G9mg5RjCAQ [9] https://communityhub.sage.com/us/sage100/f/core-financial-modules/154359/check-printing-setup-stub-check-stub-sage-100