How to Replace a Lost Payroll Check in Sage 100 ERP (fka MAS 90/200) Without Reversing the Check in Payroll.
You could reverse the original PR check in Payroll and reissue it from Payroll. You then also have to make adjustments if the check was from a previous Payroll Quarter.
Since I personally hate reversing payroll checks, the other way I’ve handled replacing lost or missing payroll checks is to replace the check using Accounts Payable. How does that work?
This only works if you are replacing a check for the same amount. If you have to make an adjustment to the check amount, you will have to reverse the check in Payroll as you normally would.
First create the employee as a vendor in Accounts Payable. You may want to setup a Payroll Suspense Account or use a different Suspense Account for the default GL account for the vendor. If you are using divisions, it may make sense to have a different division for PR employees.
If you are using AP to pay employee reimbursements, you may already have the employee setup as a vendor and can use that vendor if you like. Just remember to change the GL account to the Suspense account you want to use.
In Manual Check Entry, you could create a reversal of the original net payroll check and then issue a new check for the net payroll check amount.
To “Reverse” the original Payroll check, in Manual Check Entry you would:
- Enter the Bank Code as the Payroll checking account Bank Code.
- Enter the Original PR check number as the check number.
- Enter the date you want to use. I would normally use today’s date. You could also use the original payroll date. There are issues with either choice.
- Enter the Vendor created for the employee.
- Enter the net PR check amount as a negative.
- Enter an appropriate comment since depending on your setup, this may carry over to the GL and will be in the AP history.
- On Lines, select GL Distribution and make sure the Suspense Account is the account.
- Click Accept.
To create the replacement check, while still in AP Manual Check Entry:
- Use the Payroll Bank Code.
- Click the Quick Print button to let the system print the check.
- Use the same employee vendor number.
- Enter the date you want to use. Here you should use today’s date.
- Enter the net PR check amount as a positive number this time.
- On Lines, select GL Distribution again making sure the Suspense Account is the account.
- Click Accept, print the check*, and print the Manual Check Register and update as you normally would.
This will create a debit and credit to the Payroll Cash Account in the GL and to the Payroll Suspense Account. Bank Rec will look as it would if you had reversed the check in Payroll.
I won’t even pretend it’s a perfect solution, but it works. And where you’re replacing checks from previous quarters or years, it’s probably the best answer I have.
*You will also need to setup an AP check printing format for your payroll checking account. If AP and PR use the same check format, you are good.