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Accounting & Bookkeeping · How-to guide

Use the check register, reprint and void controls

Track check numbers and status, reprint only when justified and retain a clear void history for unusable or cancelled checks.

Audience: Treasury staffFeature: Check lifecycleModule v1.4.5
Feature pathAccounting → Checks → Check Register / Voided Checks
Before you beginThis guide follows Accounting and Bookkeeping module version 1.4.5. The required access is Accounting Checks: View/Edit/Delete as applicable. A related screen can remain hidden when an optional module is inactive, a source record is in an ineligible status, the selected account is inactive or the user is not an assigned approver.

What this feature does

Track check numbers and status, reprint only when justified and retain a clear void history for unusable or cancelled checks. It forms part of Britixo Enterprise CRM's Accounting & Bookkeeping module and uses the module's permission-aware controller, status and mapping flow rather than a generic spreadsheet process.

How the module flow works

The module provides check register and voided-check tables, reprint_check and void_check actions. A void preserves the history of the number; deletion can remove records and should be more restricted.

If a voided check had cleared bills, verify whether the payment allocation is reversed or requires a new payment.

The Check Detail report supports review across the period.

Step-by-step workflow

  1. Open the Check Register.
  2. Locate the check by number or vendor.
  3. Compare it with the payment and bank account.
  4. Use Reprint only when the original is controlled and the reason documented.
  5. Use Void when the check must not be honoured.
  6. Confirm bill and payment status after voiding.
  7. Reconcile cleared checks to the bank statement.

Important fields and decisions

Register rowShows check number, date, payee, amount and state.
Printed or outstandingIndicates issuance but not bank clearance.
ReprintCreates another print of the same check record.
VoidMarks the check unusable while preserving its number and history.
Cleared stateConfirmed through bank activity and reconciliation.

What happens after completion

After the action is saved, Britixo keeps the Accounting record connected to its source and updates the visible status or ledger data supported by this workflow. Review the saved result rather than relying only on a success message. Where the action posts accounting data, total debits and credits must balance and the accounts must match the approved mapping or manual selection.

  • Open the saved record and confirm its final status.
  • Review the source reference and every debit and credit line where ledger data was created.
  • Use the relevant register, ageing, reconciliation or report to verify the wider effect.

Controls, checks and common mistakes

  • Never delete a check number to conceal a gap.
  • Secure or destroy the original before reprint according to policy.
  • Do not mark a check cleared without bank evidence.
  • Review voided-check reports.
  • Use the least destructive correction available and record the reason for material changes.
  • Do not bypass a permission, approval or closed-period control by changing unrelated data.
Accounting and data safetyDeletion, reset, void, refund, mapping, journal and reconciliation actions can change financial history. Use approved access, retain supporting evidence and validate the result in the General Ledger or relevant control report.
Browse connected topics:paymentbankingreconciliationsupplier billvendorcheckreportapprovalmappingdouble-entrycancellation
Create, sign and print a check →Link checks to supplier bills →Use Deposit Detail and Check Detail reports →Reconcile a bank account →Supplier bills overview →Create and edit a supplier bill →