Incorrect General Ledger (GL) accounts often cause check printing errors in CINC, such as the "bank is not set up" error or posted checks that don't appear in the Pending Checks/Deposits or Check Print Client. This article explains what causes these errors, walks through how to resolve them, and offers tips to prevent similar issues going forward.
Common Causes of Check Printing Errors
When you create a vendor check, the expense (debit) GL account sometimes gets set to a bank account GL, for example, Depository, Accounts Receivable (AR), Accounts Payable (AP), or Pre-Paid accounts. This creates a conflict, since a check already debits the bank; using a bank account as the expense GL as well creates an inconsistency.
This conflict can cause:
A "bank is not set up" error when you print vendor checks
Posted checks that don't appear in the Pending Checks/Deposits or Check Print Client
How to Resolve Check Printing Errors
Follow these steps to fix the issue:
Void the affected checks. Go to the Bank Account Register in CINC, locate the checks causing the error, and void them.
Recreate the checks with valid expense GL accounts. Make sure the expense side of each check uses a valid expense (non-bank) GL account. Avoid using Depository, AR, AP, or Pre-Paid accounts for the expense line(s).
Verify the checks. After you reissue the checks with valid GL accounts, confirm they now appear in the Pending Checks/Deposits and Check Print Client.
Examples of Invalid GL Accounts to Avoid
Depository accounts
Accounts Receivable (AR)
Accounts Payable (AP)
Pre-Paid accounts
Using any of these accounts on the expense side of a check triggers errors and keeps the check out of the print queue.
Preventative Measures
To avoid similar issues in the future:
Review your GL account settings. Make sure all GL accounts used for expenses are correctly categorized and don't include bank account GLs.
Train staff on proper GL usage. Make sure team members who create vendor checks know which GL accounts are valid for expense entries.
Implement validation rules. Where possible, configure CINC to validate GL account selections during check creation, so it blocks invalid accounts before they cause errors.
Following these steps and preventative measures will help you minimize check printing errors and keep financial operations running smoothly in CINC.