Managing Cheque Books

For our Asia-Pacific customers, the term "Trust Account" is used, while European customers refer to it as "Client Account". It's important to mention that the Client/Trust Accounting functionality does not apply to customers in North America. For further information on regional terms, check out our Glossary of Regional Terminology.

When handling financial transactions through a Client/Trust Account, using physical cheques may be part of your operations. This article serves as a comprehensive guide on managing your Cheque Books, ensuring a smooth process when issuing, editing, cancelling or archiving cheques and cheque books.

Check out Section 9 of our self-guided learning video for an interactive demo: Settings for Trust Accounts

For our European users, see Settings for Client Accounts (EMEA)

Accessing Cheque Book Management 

1. Click Settings from the main menu. 
2. Choose Cheque Books under the Accounting section. 

Once in the Cheque Books section, you will see the Cheque Books List. Here’s how you can navigate through your Cheque Books: 

• Click Record New Cheque Book to add a new book. 
• To see detailed cheques and cancel them, click the cheque book's name. 
• Switch between tabs to view completed, cancelled, or archived cheque books. 
  
  

Adding a New Cheque Book 

1. Provide a name for the new cheque book. 
2. Select which Client/Trust Account it will be associated with. 
3. Input the first and last cheque numbers to define the cheque range. 
   
   

Editing Cheque Book Information 

1. Select Edit Cheque Book to make necessary changes. 
2. You can adjust the name or range of cheque numbers. 
3. Be careful when altering the next cheque number. It is generally recommended to cancel instead of skipping cheques to retain clear records. 
   
   

Cancelling and Archiving Cheques and Cheque Books

1. Each listed cheque includes details such as issue date, user, payee, status, and amount. 
2. To cancel a cheque, click Cancel Cheque beside the cheque amount. 
3. This will reverse the payment associated with the cheque and cannot be undone. 
4. Already cancelled cheques will display as such in red text and won't have the cancellation option. 

Cancelling an Entire Cheque Book 

1. Select Cancel Cheque Book and give a reason for cancellation. 
2. All remaining unused cheques will be marked as cancelled. Note that this action is irreversible. 

Archiving Cheque Books 

1. Ensure no cheques have been issued or all have been cancelled. 
2. Archive the book only if it was created in error and fits the conditions above. 

By closely following these procedures, you'll ensure that your Trust Account's Cheque Books are managed effectively and efficiently, keeping your financial records precise and organized.