Paying Employees: Replace a Payroll Check

The Replace a Check function has no accounting implications.  It is the simple replacement of a paycheck that has previously been printed, but could not be deposited for some reason (i.e. the employee lost it).

This is done in Payroll itself, on the Payroll→Payroll→Print Checks screen:

Go to the Payroll→Payroll→Print Checks screen (shown above) for the pay period that contains the check you need to replace.

1.  Locate the check to replace and click the corresponding button. This brings up the check replacement dialog:     

2.  Note that the replacement check number is supplied, it cannot be entered.  You cannot use an arbitrary check; you must use the next available check.

3.  Enter a reason for the replacement ("spoilage") - this is required:
                              

4.  Click  to do the replacement. A confirmation dialog will be displayed when the action has completed:

5.  The screen display will now show the replaced check:
                              

6.  To print the new hand check, click the corresponding button.  This brings up the pay stub & check info in PDF so it can be sent to the printer (into which the correct check has been placed).

7.  Once the check has been printed, check off that record and click the  button to mark the replacement check as having been printed.