Disbursements and invoice payments require strict coordination between physical check stock and your digital general ledger. When a printer jams, check stock is misaligned, or an invoice needs to be changed after printing, follow these troubleshooting workflows to maintain perfect check number continuity and audit integrity.
The check jammed, misprinted, or printed to the wrong tray
When a check print job fails, what you do depends entirely on whether the physical, pre-numbered check stock was damaged or consumed:
Scenario | Check Stock Status | Required Action |
Printed to plain paper (e.g., test print or wrong printer tray selected) | Pre-numbered check stock was not used or touched. | Reprint using Same Check Number: Load pre-printed check stock, click Reprint in the batch window, and retain the original check number. |
Physical paper jam, tear, or printed upside down | The pre-numbered physical check is destroyed or unusable. | Void & Reissue: Mark the ruined check number as Void in the system. The system will record the voided number in your check register and assign the next sequential check number from your physical stock. |
⚠️ Never discard ruined check stock without voiding
Pre-numbered checks are audited assets. If a physical check jams in your printer, you must void that exact check number in Edlio Accounting so your check register accounts for every physical sheet without missing numbers.
Why can't I edit or delete an invoice?
If you need to adjust an invoice amount, change a vendor, or delete an invoice, but the record is locked, check the invoice status:
Unpaid / Draft: An unpaid invoice can be freely edited, re-allocated, or deleted.
Paid: If an invoice has been included in a disbursement payment (check or electronic payment), the invoice is locked.
How to unlock and edit a paid invoice:
Go to Disbursements > Payments.
Find the payment associated with the invoice.
Void the payment. (If a physical check was already written, follow your district policy for voiding the physical check).
Voiding the payment immediately restores the invoice to Unpaid status.
Open Invoices, locate the invoice, and make your adjustments or delete the record.
Re-issue the payment under New Payment when ready.
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