DBD: AP Check Reversal for Duplicate Check Number

Standard check reversals in the system rely on unique check numbers to identify the correct transaction. If a check number has been reused across multiple vendors or transactions, a standard reversal will fail or impact the wrong record.

Use this guide to perform a manual workaround that safely voids the specific duplicate check, restores the open balance to the correct vendor invoice, and bypasses automatic system errors.

Prerequisites: > * This process should only be used if you are adjusting a single invoice. If the duplicate check number was used to pay multiple invoices, please stop and contact Support for assistance.

Note that no GL entry will be automatically generated for this invoice adjustment during this specific procedure.

Step 1: Open Manual Check Entry

Go to A/P Manual Check Entry and fill in the initial parameters:

Accounting Year & Period: Enter the correct period for the reversal.
Check Type: Set this to 'H' (Handwritten).
Check Number: Enter the duplicate check number.

Step 2: Bypass the Automatic Reversal Prompt

When the system asks, "Is this a check reversal?", select No (answering 'Yes' will trigger the standard error or incorrect reversal).
Click Add to create the entry.

Step 3: Enter Negative Values

Input the correct Vendor Code and Date.
In the amount field, enter the check amount as a negative value (e.g., -500.00 ).
Enter the target Invoice Number.

Step 4: Link and Restore the Invoice Balance

The system will prompt you that the invoice is already open and ask, "Do you wish to pay it now?" Select Yes.
The Invoice Amount and Gross Applied fields will initially show 0 .
Manually enter the amount you are adding back to the invoice in the Gross Applied field as a negative value. (This restores the open balance to the AP invoice balance field).

Step 5: Post and Verify

Exit back to the main menu.
Print the Manual Check Register and run the update.
Verify that the balance has been successfully restored to the invoice. You can now repay it using a unique check number or make adjustments as needed.

🛑 CRITICAL NOTE: This specific workaround is designed only for adjusting a single invoice. If the duplicate check number was used to pay multiple invoices, do not proceed. Please contact Support for assistance.