The End-User Side: Tips and Tricks for "Erasing" A/P Check Numbering Mistakes from the R/3 Online Check Register!

  • by Kim Ciesla, Senior Financial Consultant and Instructor, SAP America
  • January 15, 2002
As users of the A/P module's Automatic Payment Print Program know all too well, if a run of consecutive checks is mistakenly sent to be printed on ordinary paper, R/3 proceeds to update the Check Register, even though none of the erroneous checks can ever be used. This article shows how to recover from such check-printing mistakes and "erase" them from the Check Register so the checks can be reprinted properly.

What happens when a user sends a print job to the A/P Module’s Automatic Payment Program, and then realizes that the whole run of consecutive checks is in error? It’s the inevitable, old "print on plain paper" trick. Or, maybe the print job was accidentally sent to the wrong printer.

Either way, since none of the actual checks got used but R/3 updated the Check Register anyway, what that user would (cont. on page 2) really like to do is take out a giant eraser, undo the results of his or her earlier printing command, load the check stock into the printer, and then ask the Automatic Payment Program to pretend it never printed anything in the first place.

But you can’t erase … Or, can you?

You can. And here’s why. When deciding whether or not to grant your print request, the "Print Checks" command in the Automatic Payment Program is going to read the online Check Register just as you or I would. For any "Payment Document"1 with an existing check number in the online Check Register, the program will refuse the request to print, because it does not want to allow two checks for one Payment Document.

Kim Ciesla

Kim Ciesla is a senior financial consultant and instructor with SAP America, supporting and implementing SAP R/3 Financials. Kim has worked at SAP America for 19 years and has developed expertise in the areas of Collections and Dispute Management, lockbox, Accounts Receivable, Accounts Payable, and General Ledger, with an extensive background in cross-application functionality. In her free time, she is a world traveler, visiting 41 countries to date.

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