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Changing Cheque Numbers

Sometimes you may post cheque information with the incorrect cheque numbers. This might be just one cheque or it might be many cheques in a row which have incorrect numbers.

Reversing and re-Entering the Details

If it is just one transaction that you want to change you can use expenses posting to reverse the cheque and then re-post it with the correct cheque number. This creates an audit trail of what you have done. To do this ...
  1. go into expenses posting
  2. bring up the tenant concerned
  3. click on REVERSE EXPENSE
  4. Double-click on the expense with the wrong cheque number
  5. change the details to add in that you are reversing it because it has the wrong cheque number
  6. save it
  7. bring up the tenant concerned
  8. click on REVERSE EXPENSE again
  9. Double-click on the new expense that you just created by doing the reversal
  10. Change the details to add in that you are reversing it because it has the wrong cheque number
  11. Change the cheque number to the correct number
  12. Save it

Correct Cheque No [CHEQUE]

If you have cheque printing turned on and you post some cheques then the system records the cheque number as the word CHEQUE. Then later on you go into the CHEQUE PRINTING function and tell Rent Master the first cheque number and it then prints all of these cheques for you and allocates REAL cheque numbers to each cheque as it prints them.

However, if you close off the month and DIDN'T print the cheques (or if you had cheque printing turned on by mistake) then you can still allocate cheque numbers to the CHEQUE transactions by using the "Correct Cheque No [CHEQUE]" function from the FIX menu.

All you have to do is ...

  1. Click on the FIX menu (the screen will change)
  2. Click on the FIX menu again
  3. Click on Correct Cheque No [CHEQUE]
  4. Tell Rent Master the first cheque number to use and it will then allocate sequential cheque numbers starting with this number to all of the CHEQUE transactions.

CHANGE CODES then CHEQUE/RECEIPT NUMBER

This function allows you to change the cheque/receipt number for ONE transaction at a time - so if you have 10 transactions with the same cheque number it will change only one of them.

All you have to do is ...

  1. Click on the FIX menu (the screen will change)
  2. Click on the FIX menu again
  3. Click on CHANGE CODES option
  4. Click on the CHEQUE/RECEIPT No option
  5. Then enter the cheque/receipt number to change - You will then be given a list of matching transactions
  6. Double click on one of them to change THAT one only
  7. Then enter the new number.

Rent Master will automatically change that entry to the new cheque number - there is NO audit trail for this change so use it with caution.

CHANGE CODES then BULK CHEQUE/RECEIPT Nos

This function allows you to change MANY cheque/receipt numbers at a time. To do this you ...

  1. Click on the FIX menu (the screen will change)
  2. Click on the FIX menu again
  3. Click on CHANGE CODES option
  4. Click on the BULK CHEQUE/RECEIPT Nos option
  5. You will be asked whether to change cheque or receipt numbers
  6. Then you will be asked for the first and last cheque numbers in a range
  7. Then how many to add onto ALL of the cheque/receipt numbers in that range (To deduct from the cheque/receipt numbers then enter a negative number)

If you choose from 1 to 3 to be changed by 2 then transactions 1, 2 & 3 will be changed to 3, 4 & 5

If you choose from 21 to 23 to be changed by -12 then transactions 21, 22 & 23 will be changed to transactions from 9,10 & 11