How to Reprint Checks in Sage 100

Understanding Check Reprinting Scenarios

Before diving into the specific procedures, it's important to understand that check reprinting in Sage 100 depends on whether the checks have been updated in the system. The process differs significantly between non-updated and updated checks[6].

Reprinting Non-Updated Checks

When you need to reprint checks that haven't been updated in the system, follow these steps:

Navigate to the check printing menu by accessing Accounts Payable > Check Printing and Electronic Payment > Check Printing and Electronic Payment Processing[6]. For users running Sage 100 2018 or earlier versions, look for the menu option labeled "Check Printing and Electronic Payment".

Configuration Settings

• Enable the "Print Checks Already Printed" checkbox
• Verify your bank code settings
• Confirm the starting check number
• Review the check date for accuracy

When adjusting the starting check number, the system may display a verification message about number mismatches. You can choose to either accept the system's suggested next check number or maintain your specified number.

Handling Check Number Sequences

The system assigns check numbers immediately before printing. If you're reprinting checks from a previous run that wasn't properly canceled, Sage 100 must:

• Void the original check numbers
• Issue new check numbers for the reprinted checks
• Create a record of voided checks for audit purposes

Batch Management Procedures

Status Monitoring When working with check batches, the system maintains specific status indicators:

• Ready to Post
• Check Printing in Progress
• Check Creation in Progress

If you need to reprint checks later, the batch status becomes "Check Creation in Progress," which prevents unauthorized modifications unless explicitly reset.

Voiding and Reprinting Process

Immediate Reprint Requirements When checks don't print correctly and require immediate reprinting:

1. Select "No" when prompted about correct printing
2. Change the check status to "Not Printed" in the Print Checks screen
3. Proceed with the reprinting process[

Delayed Reprint Procedures For situations requiring delayed reprinting:

1. Reject the initial print run
2. Choose whether to void all printed checks
3. Maintain the batch for later processing

Mass Check Run Reversal

Starting with Sage 100 2020, the system introduced a utility for reversing entire check runs, which is particularly useful when dealing with date errors or numbering issues[5].

Using the Reverse Check Run Utility

1. Navigate to Accounts Payable > Utilities > Reverse Check Run
2. Search using either:
   • Source journal and register number
   • Bank code and check number
3. Select the reversal date (recommended to use the original check date)
4. Update the Reverse Check Run Register
5. Process the Daily Transaction Register

Best Practices for Check Reprinting

Quality Control

• Always verify printer settings before initiating a reprint
• Confirm paper alignment using test prints
• Double-check all check numbers and amounts
• Maintain proper documentation of voided checks

Security Measures

• Destroy all misprinted checks
• Document all void and reprint actions
• Maintain audit trails of check number sequences
• Restrict access to check reprinting functions

Troubleshooting Common Issues

Data Selection Errors If you encounter a "Data is not selected for report printing" message:

• Verify filter settings
• Confirm batch selection
• Check user permissions
• Ensure the batch hasn't been updated

Batch Status Problems When dealing with locked batches:

• Review the current batch status
• Reset batch status if necessary
• Verify no other users are accessing the batch
• Check for system locks

System Requirements and Considerations

Technical Prerequisites

• Ensure proper printer configuration
• Verify MICR font installation if required
• Confirm sufficient system permissions
• Check available paper stock

Backup Procedures Before initiating any check reprinting process:

• Create a system backup
• Document current check numbers
• Record all void and reprint actions
• Maintain copies of original print runs

Record Keeping and Audit Trail

Documentation Requirements Maintain records of:

• Original check runs
• Void reasons
• Reprint authorizations
• New check numbers issued

Audit Compliance Ensure compliance by:

• Recording all void and reprint actions
• Maintaining sequential check numbers
• Documenting authorization for reprints
• Preserving original check data

Integration with Other Modules

The check reprinting process may affect:

• General Ledger entries
• Bank reconciliation records
• Vendor payment histories
• Financial reporting

Advanced Features

Electronic Payment Considerations When dealing with mixed payment methods:

• Separate electronic payments from paper checks
• Maintain proper payment records
• Update vendor payment preferences
• Track payment method changes

Preventive Measures

To minimize the need for check reprinting:

• Regularly maintain printing equipment
• Train users on proper check printing procedures
• Implement quality control measures
• Establish clear authorization protocols

Regulatory Compliance

Ensure all check reprinting activities:

• Follow accounting standards
• Maintain proper audit trails
• Comply with internal controls
• Meet banking regulations

Future Considerations

Stay current with:

• Software updates
• Banking requirement changes
• Security enhancements
• Printing technology advances

This comprehensive guide to reprinting checks in Sage 100 provides the necessary steps and considerations for managing this critical business process. By following these procedures and best practices, organizations can maintain accurate financial records while ensuring proper handling of check reprinting scenarios.

Remember that proper documentation and authorization are crucial for maintaining financial integrity and audit compliance. Regular system updates and user training will help minimize printing errors and the need for check reprints.

Citations: [1] https://help.sage300.com/en-us/2019/web/Subsystems/AP/Content/Reports/Printing/Transactions/ReprintingChecksUsingPaymentBatchList.htm [2] https://help.sage300.com/en-us/2017/web/Subsystems/AP/Content/Reports/Printing/Transactions/AboutReprintingChecks.htm [3] https://www.acutedata.com/how-to-reprint-checks-when-you-are-ready-on-sage-300-accounts-payable/ [4] https://help-sage100.na.sage.com/2018/Subsystems/PR/PRMainProced/PRINT_PREVIOUSLY_PRINTED_CHECKS_AND_STUBS.htm [5] https://www.dwdtechgroup.com/sage-100-mas-90-200/reversing-an-entire-accounts-payable-check-run-in-sage-100/ [6] https://www.acutedata.com/how-to-reprint-accounts-payable-checks-that-have-not-been-updated/ [7] https://communityhub.sage.com/us/sage100/f/core-financial-modules/193497/reprint-already-printed-check