Adjustments in the Check Writer Module

Last Updated November 28, 2017

Checks printed in error or wire/ACH payments processed by mistake can be voided in the Adjustment screen if they have not been cleared through the Bank Reconciliation process. If you wish to re-use the check number, perhaps because the checks didn't print as expected, you may choose that option below. You can also change the print date for one or all of the checks displayed. For refunds only you can also void the check number and cancel the check run at the same time. You can also escheat checks in this screen.

You can also re-number checks in order to synchronize the numbering in TaxLedge with what was actually printed on the physical checks.  Below are instructions for re-numbering, voiding and unvoiding, and re-using checks and wire/ACH payments.

The following roles and user entitlements should be set in the Tax Collection System for users needing to make adjustments in Check Writer.

Check Writer Screen Roles

GLTAXLEDGE_FOUNDATION - Allows access to the Check Writer screens.

Check Writer Screen Entitlements

ACTGL_CHWRITER - Allow users to see the Check Writer screen.

GLPROCESS_ADJ - Allows users to use the Process button on the Adjustment tab.

GLADJUST_CHECKS  - Allows users to access the Adjustment tab. 

GLESCHEAT - Allows users to see the Escheat radio button option on the Adjustment tab.

GLESCHEAT_UPDATE_TCS - Allows users to use the Escheat button on the Adjustment tab.

GLPRINT_COPY - Allows users to print copies of checks and EFT slips on the Adjustment tab.

GLRENUMBER_CHECKS - Allows users to renumber checks using the Renumber field and the Update Check Numbers button on the Adjustment tab.

GLREUSE_CHECKS - Allows users to use the Reuse checkboxes on the Adjustment tab.  

GLVOID_CANCEL - Allows users to cancel checks using the Void/Cancel checkboxes on the Adjustment tab.

GLVOID_REPRINT -  Allows users to void checks using the Void/Reprint checkboxes on the Adjustment tab.

Click here to see what parts of the screen these entitlements cover.

Void/Cancel or Escheated Void/Reprint Re-Use Check
Refund checks only Refunds and remittances Refunds and remittances (some tax offices do not offer this option)
Voids check number, cancels original Check Run request for that check. Escheated checks cannot be re-used. Voids check number, which is unusable from then on Voids check number, and the number is still usable
After voiding or escheating, listed in check register with an ''VD" in Void column. After voiding, listed in check register with an ''VD" in Void column   After voiding, listed in check register with an 'VD" in Void column  
Not available in Check Run screen after voiding or escheating.  Cannot reprint check unless it is unvoided first. Must re-run TC 536 first. Is available for reprinting in Check Run screen, using a different check number. Cannot unvoid the original void once it has been reprinted. Is available in Check Run for reprinting, can re-use original check number without needing to use the re-number feature..To unvoid them, contact ACT.

These client preferences are used to control which print options are available in the lower right corner of the Adjustment screen and the Payment Type is ACH:

ACH_BATCH_JOB: Set to Y to generate ACH files as a batch menu job.

EMAIL_EFT: Enables the E-mail EFT Slips radio button. Leave this set to N.

FTP_ACH_SLIPS: Set to Y to send jurisdiction ACH slips to ACT's FTP Office site for the tax office. Set to N to not send these to the FTP site automatically.

RETURN_DIR: Enter the FTP directory, for ex., ftp_[client]_office, where non-ACH files will be placed. These are PDF files.

RETURN_EFTDIR: specify the FTP directory where the EFT files will be placed. These are PDF files.

SEPARATE_EFT_PDF:  If set to Y, this enables the Create a Single File for all EFTS and Create a Separate File for each EFT buttons.  Set to N to permit only the Create a Single File option. If you use a signature card, you should set this to N, because your tax office will not be able to create PDF files, which is what are created when these buttons are enabled.

SECURE_ACHDIR - Directory path to which to FTP secure files. If this is set to N or does not exist for a tax office, the default path is used.

SECURE_ACH_JOB - Set to Y to send files to location determined by the preference SECURE_ACHDIR. Set to N to use the default directory ('xxx/spool/act').

SECURE_ACHDIR_PRINT_TAB: Directory path to which to FTP secure ACH files produced from the Payment Printing tab of the Check Writer. If this is set to N or does not exist for a tax office, the default path is used.

SIGNATURE_AUTH_CODE_REQ: If set to Y, an Authorization Code field is displayed on the screen. Depending on which check or EFT is being generated, an Authorization Code will be required when signatures on printing checks and other products. The code must be obtained in the Tax Collection System's Special Authorizations screen; an additional database setting must be set by ACT. If set to N, the Authorization Code field is hidden.

This adjustment screen also allows you to reprint checks if the codeset called CHECK_COPY_ALLOWED is set to Y and you have the role GLPRINT_COPY. If both of these apply, the Print Copy button on this screen will be enabled. You will then have the option to print all of the checks queried on the screen or just the one for the check that is highlighted.  Contact ACT for assistance in granting the role. If the SIGNATURE_PIN_CODE_REQ client preference is set to Y, you may need to enter an authorization code.

Escheated records are to be treated the same as those with a Void/Cancel option. These checks cannot be reprinted. You can 'un-escheat' checks by selecting the 'No Adjustment' radio button on the Check Writer Adjustment tab.

Within a single batch, you can intermix each of the above options, since you choose them "per check" instead of "per batch."

If you have printed refund checks and still need to process certain checks that were withheld or damaged, you will need to load a new TC 536 file into TaxLedge for these checks.

As noted above, you cannot use the Void/Cancel option for remittance disbursements (to tax units and attorneys).  You must use the Void/Reprint option to void a remittance that has been processed, then go to the Remittance module to cancel it.

EFT slips can be printed from the Batch Menu. Contact ACT if you want this feature.

To re-number checks:

Consider this scenario as you follow the instructions below.

The user selects 30 checks to print and wants to use check numbers 20-49 to print them.  When the checks start printing, the printer pulls 2 checks at the same time creating a miss-numbering situation.

For example the first 5 checks print correctly on checks 20-24.  Check  no. 25 gets pulled through with the check no. 24, so the 6th check in the run ends up printing on check no. 26 instead of no. 25 and so on down the line until you get to the last check which prints on a blank sheet of paper.

What needs to happen is the checks need to be renumbered in TaxLedge, starting with check number 25 making no. 25 be no. 26, no. 26 is no. 27, no.  27 is no. 28 and so on until the end of the run.  Then the last check that printed on blank paper needs to be reprinted, possibly on check number 25 because that check is still usable (but not necessarily).

  1. In the Check Writer module, click the Adjustment tab to display the Adjustment screen.
  2. Select the Bank from the drop-down list.
  3. (optional) Select the Bank Account from the drop-down list.  The Account Number will auto-populate. Both active and inactive accounts can be listed; inactive accounts will have 'Closed' added to the Bank Account name.
  4. Select the correct Payment Type from the drop-down list.
  5. Select the correct Payment Method from the drop-down list.
  6. If you want to search for a currently valid check run, click on the All Valid button (this should be the default).  If you want to search for a previously voided run, click All Voided. To search for fully escheated checks, click the Escheated button. To search for checks escheated in TaxLedge but not in TCS, select Escheat Pending (for these the Escheat Seq. column will be blank). Other options are Valid Outstanding and Valid Cleared. Checks that been marked as Reuse do not appear as either valid or voided. They can be seen in the Check Run screen, however.
  7. (optional) In the Print Date range fields, enter the beginning and ending dates for searching when the check writing took place (MM/DD/YYYY).
  8. (optional) In the Check/EFT Range fields, enter the beginning and ending check or EFT number of the original processing attempt.  The first number should be the check number that was fed through blank (in our example, no. 25).  The last check should be the last check number that should have been used (in our example, no. 49).
  9. Click the Search button. TaxLedge retrieves the information based on the criteria you just entered.  The EFT Authorization Number is an information only field containing a reference number generated by the bank.  The Cleared On field displays the bank cleared date for the disbursement.
  10. In the Renumber Checks Starting With box at the bottom of the screen, enter the correct check number for the first good check (in our example, no. 26).  (The TaxLedge system knows check number 6, in our example, is the first one affected.)
  11. Click Update Check Numbers.
  12. Click the Reuse Check option next to the last check number.  That check did not print on check stock, so it needs to be reissued.
  13. Click Process. After processing, the screen shows any remaining records.
  14. Click the Payment Batches tab.
  15. Re-query the available runs.
  • Select the same Payment Type as you did in the Adjustmenttab.
  • Click in the Selected box next to the batch you want to process.
  • Click Process Request.
  1. Click the Payment Printing tab.
  2. You should see any checks that printed on blank paper (in our example, one check should appear).
  3. In the New Begin Chk box, type in the check number that you want to use for the check that fed through blank.
  4. Click Update Run.
  5. Click Print Checks.

If you renumber checks, the gap that is created between the check that you started with and the check that you started with when you renumbered is automatically flagged as being reusable.  If these checks cannot be used, you should use the discard checks feature to account for these checks.

To void a check or wire/ACH payment :

  1. Follow steps 1-9 at the top of this page. You cannot unvoid refunds that have been reprinted on a different check.
  2. Click either the Void/Reprint or Reuse Check options next to the checks or EFTs you want to void. If you are voiding a refund, you can also click the Void/Cancel option.  To escheat a check, click the Escheat option. Leave No Adjustment selected for those checks or EFTs you are not voiding.

Notes: To select all of the checks at once, click the Star button at the top of each Void or Reuse column.  

You cannot void checks that have been cleared through the Bank Reconciliation  process.

  1. To add a note, type it in the Note line.  Click the Apply-to-All box and click the Apply Notes button to display the note on all checks. Notes are saved automatically as soon as they are entered.
  2. The Void Date defaults to the current date. Change it if needed.
  3. Click Process. A confirmation message appears.
  4. Click Yes to continue. A note is written to the Tax Collection System for refund checks. After processing, the screen shows any remaining records.

Note: The next check run that occurs may not start with the recovered check number(s) that were marked as re-usable. If this happens, enter the correct starting check number in the New Begin Chk box in the Check Writer screen.  The Adjustment screen will no longer display those checks.

  1. Click the Check Run tab and re-query those checks again (steps 1-7 at the top of this topic).  You will see different batches for the Void/Reprint and Reuse Checks.

Warning!  If you void refund checks after they have been printed and posted back in TaxLedge, you will need to reverse those refund payments in the Tax Collection system.  They do not need to be reversed in the Tax Collection system if you voided the refund checks before printing and posting back in TaxLedge.

To escheat a refund check:

  1. Follow steps 1-9 at the top of this page.
  2. Click the Escheat radio button for the checks to be escheated.

Notes: To select all of the checks at once, click the Star button at the top of the Escheat column.  

  1. To add a note, type it in the Note line.  Click the Apply-to-All box and click the Apply Notes button to display the note on all checks. Notes are saved automatically as soon as they are entered.
  2. The Void Date defaults to the current date. Change it if needed.
  3. Click Process. A confirmation message appears.
  4. Click Yes to continue. A note is written to the Tax Collection System for refund checks. After processing, the screen shows any remaining records.
  5. For users who have been granted the GLESCHEAT_UPDATE_TCS entitlement, the Escheat button will be red. To reverse the refund and transfer the money to an escheat account in TCS, click this button.
  6. In the popup window that appears, check the Select column for the Report Sequence to be escheated. This number corresponds to the File Batch Sequence on the Bank Register.
  7. Click Process. In TCS, a reversal deposit (named ES<report_sequence no.>RV) and a transfer deposit (named ES<report_sequence no.>TR) are created. A row is also placed in the Batch Request screen. The funds are reversed from the refund holder's account and transferred to an escheat account in TCS. This escheat account must be created prior to completing this process. When requerying in the Check Writer Adjustment screen, the Escheat Seq. column will show the batch request number of this 'escheat to TCS' process.

To un-void a check or wire/ACH payment that have been voided but not yet reprinted or to un-escheat a check:

  1. Follow steps 1-9 at the top of this page, with this exception:  choose All Void or Escheat instead of All Valid in step 4. Checks that were voided with the Reuse Check option cannot be unvoided.
  2. Click the No Adjustment option to de-select the check number.

Note:  For voided checks, the Void box will be already checked.  If it is not, then this check has not been voided.

  1. To add a note, type it in the Note line.  Check the Apply-to-All box (click inside) and click the Apply button to display the note on all checks. Notes are saved automatically as soon as they are entered.
  2. Click Process. After processing, the screen shows any remaining records.

To change a print date:

  1. Follow steps 1-9 at the top of this page.
  2. Enter a New Print Date.
  3. (optional) Check the Apply to All button to make the change effective on all checks displayed.
  4. Click Apply.
  5. Click OK to the message about saving your changes.
  6. Click Process.
  7. Click Apply.

To print copies of checks or ACH slips:

  1. Follow steps 1-9 at the top of this page.
  2. Leave the No Adjustment radio button set.
  3. For EFT slips, select Create a Single file for each EFTs by Payment Type or Create a Separate File for each EFT.
  4. Click Print Copy.
  5. To print all of the checks/slips, click Yes to the confirmation message, to print only the first one, click No to the confirmation message.