Reprocessing checks

Preferred method of reprocessing checks

Adapted from Peter Kim, May 2003

 

  1. If the check comes back to the library, send it to AP through ID mail. Make sure that the check is clearly marked “void.”
  2. Either the invoice number will be printed on the check or AP will call with a check number that was cancelled. Using either piece of information, print out the original Prism transaction record. Check Prism regularly. When the transaction record indicates that check has been cancelled, the payment can be reprocessed.
  3. Print out a copy of the transaction record. Make a note on this record of why the check was cancelled and what happened to the original check (i.e., lost by the vendor, voided check returned to AP, etc.).
  4. If necessary, change the vendor ID number in the Unicorn record or have AP add or update the remit address in the Prism vendor file.
  5. Go into Paysub. Process the invoice. See Paying invoices in Prism.
  6. Print out the Prism record of the reprocessed payment and provide any additional comments if necessary.
  7. On the audit copy of the invoice near the original processing comments, indicate that it was reprocessed in Prism and initial the invoice. Do not remove the audit copy from its original file!

    Example.
    03L-PRISM
    REP: JBH (5/12/03)

  8. Staple a copy of each Prism transaction to the original invoice in the audit file. Order of documentation should be:
    1. Original invoice
    2. Printout of original transaction indicating that the check was cancelled.
    3. Printout of reprocessed payment; annotate if necessary.
  9. Staple one copy of each Prism transaction together and file in the Prism file. Order of documentation should be:
    1. Printout of reprocessed payment, top should be marked: 03L-Prism
    2. Printout of original transaction; annotate if necessary.
  10. In the Payments client, go to Command/Verbs/Edit/Invoice. Enter the Sirsi invoice number for the payment you are reprocessing. In a comment line, record what happened.

    Example.
    5/11/03: Reprocessed payment in Prism. Check 12345 was returned because vendor has changed its business name; lp:jbh

  11. In the Extended Information on the order line in Workflows, make an identical note.