Replacement Check Entry - Field Descriptions

Use the table below for reference when completing the fields on this screen.

Fields/Buttons

Descriptions

Original check

Employee code

 Enter the employee code for the employee who needs the check to be re-issued, or double-click on this field to select from a list of valid employee codes.

Bank account

 Enter the bank account that you want to use for this replacement check, or click the drop-down arrow to select from a list of available accounts.
Note: Spectrum automatically disallows any credit card accounts from being entered into this field.

Original check #

 Enter the original check number, or double-click on this field to select from a list of available check numbers. After this number has been selected, the Check summary information will display on the screen and you will have the ability to review the Check Detail, Time Card, and Deductions information for this check. You cannot enter voided or cleared check numbers in this field.

Period end date

 The period end date for the original check displays.

Check date

 The original check date displays.

Gross earnings

 The original gross earnings amount displays.

Net check amount

 The original net check amount displays.

Replacement check

Batch code

 Enter the batch code to be assigned to the replacement check when it is added to Pre-Time Card Entry. The batch code defaults to the Operator ID. This setting will be saved if you click the Save Current button.

New check date

 The check date you enter here is only used for the Print Check feature, make sure you are using a current date with a replacement check. The check date assigned for the entire Payroll cycle will become the permanent check date stored for the replacement check. Here the date defaults to the current Payroll processing date.

New check #

Generate file copy?

 Select this checkbox if you want to create an additional copy of this report. This setting will be saved if you click the Save Current button.

Buttons

Replacement Checks in Progress

 This button displays the number of replacement checks present. Click this button to display the Search Replacement Checks in Progress window.

Add-on options

 Select the checkboxes which apply if you are using any Spectrum Add-on products.

Preview

 Clicking this button in Spectrum displays the Replacement Check Print screen. Use this screen to print an exact copy of the original check, except for the new check number and check date. You can also use this screen to assign a new check number if you do not want to accept the system default (the next check number in the system). The period end date will appear blank on the replacement check because it is not applicable.

Export

 Select Continue and create a void entry for the original check / auto deposit and a manual replacement check. Specify the export format and name for the report.

The Update to Pre-Time Card Entry window displays, allowing you to Continue or Reprint. No changes or deletions can be made to the time card lines of the replacement check or the voided original check / auto deposit once it has been transferred to Pre-Time Card Entry.

This export will additionally record Work order, Site equipment, Component, Contract, WO/TC control code and Billing rate information in the new Pre-Time Card Entries for the Manual and Void check when specified in the time card history table. Because the original and the replacement check have identical transactions, there is no effect on the General Ledger or Job Cost net dollar amounts.

When the time card line associated with a 'Direct work order cost' department is added to the pre-time card file Replacement Check processing, the software will set the 'Available for billing' flag to NO (or blank) in both the Void and Manual sequence since billing decisions for this transaction have already ben made when the original time card entry and paycheck was processed.

Note: Manual replacement checks and their counterpart time card lines are set to non-certified status, even if the original check was for certified work. This assures that only one check displays on the Certified Payroll Report for the work performed.

Save Current

 Click this button to save the Crystal report, Batch code and the 'Generate file copy' checkbox settings. The check number will NOT be saved.