Your Dynamics GP checkbook may have been setup a while ago, but did you anticipate your company’s growth and how many checks you would issue over time? Did you start with a check number that would increment correctly and accommodate this growth? This doesn’t seem like it’s a big deal but it can be.
The Next Check Number is setup in the following location:
Financial >> Cards >> Financial >> Checkbook
The number you enter here appears as the default, and increments by one each time a check is written in any of the following windows:
- Bank Transaction Entry window
- Print Payables Transaction Check window
- Payables Manual Payment Entry window
- Print Payables Checks window
- Payroll Manual Check – Adjustment Entry window
- Print Payroll Checks window
I’ve had 2 support calls in the past month wondering why their check number sequence was off and why did their check number come out as 0000 and start incrementing from there.
In each of these cases, their check book was setup starting with Check number 0001 and recently they got to check 9999 and GP didn’t know what to do. It couldn’t increment to 10,000 so it went back to 0000 and started over again.
Before setting up the Next Check Number, you need to think about:
- How many checks will be produced?
- How quickly will the company grow?
- Enter the next check number with leading zeros, so all numbers sort correctly and appear in lookup windows in the correct order. For example, if you enter 9999 as the next check number, check number 10,000 will appear before check number 9999.You want to add enough leading zero’s in order for your business to grow.
Another thing to be sure to do in the Checkbook Maintenance Window is to uncheck the Duplicate Check Numbers box. Checking this box allows you to use duplicate check numbers which in most cases you wouldn’t want to allow. If there is ever a need to use a duplicate check number, you could come into the window, check off the box, create your check and then come back into this window and be sure to uncheck.
I hope this gives you an understanding of the importance of this window. You may want to look at your bank accounts and add a few leading zero’s to be safe so that this doesn’t happen to you.
This article was written by Dawn Berard, Dynamics GP Application Consultant for Tridea Partners. Tridea is a leading Microsoft Dynamics provider.