Overview

Reconciling account records is done to identify errors, inconsistencies and to determine if there are adjustments to be made. 

In CAPPS (Comprehensive Accounts Payable/Purchasing System), users are allowed to reconcile, void, or cancel checks.  Only users that have been authorized by their administrator are allowed to carry out the actions described in this article.

Reconciliation Guide

1. Log in to 4Gov.
2. If you need to verify other details in the check, go to Check History Inquiry, else proceed to the next step.
3. On the Home page, go to Purchasing/Payables > Accounts Payable.
   
4. Under Checks, click Check Recon Entry.
    
   
   
   
5. The Check Reconciliation screen appears. Specify the Mode, Bank, Check Number, Amount and Bank Clear Date.
   
   
6. Verify the details. Once verified, click Submit to start the process.
7. Once done, a message confirming the transaction will appear.
   
   
8. Click Exit to return to the Home page.

Voiding/Cancellation Guide

In 4gov, the void check option is misleading. The functionality was developed years ago when pre-numbered checks were typically used (e.g. in tractor-fed printer check forms), and it allowed damaged forms to be set aside by the system check numbering functions.

Therefore, if you ever need to void a check, you would actually need to use the option to Cancel single check, as seen in the above steps.

• Applying this will reverse the transaction, the A/P balance will have a credit posted and the cash account a debit.
• To cancel the invoice enter a credit invoice for the transaction amount.
• When processing a cancelled check, after completing the cancel of the check, run the Release Delete Cancel function on the Invoicing menu. 
  

Summary

This article walks 4gov users through the process of reconciling, voiding, or canceling checks. Only authorized users can perform these operations, which are crucial for maintaining accurate and consistent financial records.

FAQ

1. Who is authorized to reconcile, void, or cancel checks in 4gov?
   Only users who have been specifically authorized by their administrator have the permissions to perform these actions.
2. How do I void a check in 4gov?
   Use the Cancel single check option to reverse the transaction and follow up with entering a credit invoice and running the Release Delete Cancel function. Cancelling the check is actually the correct process, as the "void" option in 4gov is tied to legacy functionality which does not apply in the present day.
3. What should I do if I encounter an error during the reconciliation process?
    Verify the details entered are accurate. If the problem persists, contact your system administrator for further assistance.