The control number is the internal check number assigned by FundWare to a check when it is produced (cut).
The control number prints on each check and stub and consists of 3 parts:
1. Run number
2. Internal check number
3. Form sequence number
(The sequence number is just the x'th check in the run. For example, you have 17 checks in the run, with sequence numbers 1 through 17.)
FundWare tracks the check by the control number from the time the check moves from the Mark for Pay stage to the Cut stage and then to the Logged stage, where the check number is assigned.
The control number is the number that you see on the OTCK###.L## when it is viewed in Print Manager.
The check number is the external check number assigned by the user to the check when it is logged. The check number prints on the final check register (OTREG) and is what posts to the General Ledger. It is also the number that the check will be Voided or Reconciled by.
- If you use pre-printed check stock, the check number does not print on the check and cannot be viewed in Print Manager- the control number is what prints on the check and is viewed in Print Manager.
- If you use blank check stock, you are most likely using Advanced Printer Control (APC), to print your checks. When using APC to print checks, the control number is the check number, and will be the check number printed on the checks.
Why is there a Control number and a Check number?
When Accounts Payable checks are produced (cut), the OTCK####.L## file is created in the Print Manager. The physical checks are printed from this file. Therefore, at the time that the checks are produced, it is not known what check number it will ultimately be printed on. The check number and control number are not designed to be in synch with each other, but some users are set up so that they do keep them in synch. This is normally when only AP is being used with the check stock and check format is set to option 2 - Compress overflow to 1 line.
Pre-printed check stock
If a user prints checks to pre-printed numbered check stock, the check numbers could get out of synch by such things as printer jams or static electricity (2 forms go through the printer at the same time; only one check prints). If the Accounts Payable Check Format is defined with Overflow lines option 1 - Standard overflow printing, a check form will get used with just obligations listed on the stub, with only one actual check getting logged. So, the actual check stock can have gaps in it, whereas the control number from Accounts Payable will be a continuous audit trail.
The same check stock can be used for both Accounts Payable and Payroll checks. The Payroll module will issue its own control number. Therefore, the control numbers in either module cannot be in synch with the actual pre-printed check number.
Laser check stock
If a user prints checks to a laser printer, it may be necessary to use the control number as the check number, thereby keeping the two numbers in synch. Be sure that the Overflow lines option in the Check Format is set to option 2 - Compress overflow to one line or 3 - Produce overflow print file. This will ensure that only one check will actually produce, no matter how many obligations are included.