Cheque controls and the Cheques register

Once a cheque has actually cleared your bank, URBI stops you from changing it. You also get a property-wide list of every cheque, so you can see at a glance what is still outstanding.

Who can use it: Any staff member, property manager or board member with accounting access to your property. Reprinting, reissuing and voiding additionally need permission to manage payments.

Where to find it: Go to Accounting > Expenses and open the Cheques tab. Individual cheques also appear on the bill they paid for, in the bill's side panel and in its Activity tab.

Cheques that have cleared the bank are locked

A cheque you have written can be reprinted, reissued or voided while it is still outstanding. Once the money has left your account and that transaction has been matched or reconciled in URBI, those three actions are switched off for that cheque.

This is decided per cheque, not per bill. If one cheque paid three bills, all three bills show the same lock, because they share the same cheque. If a bill was paid by two cheques and only one has cleared, the other cheque is still fully editable.

When an action is locked, URBI tells you exactly what to undo to unlock it, for example reopening the bank reconciliation the cheque was ticked off on, or unmatching it from its bank transaction. Printing is never blocked: you can always print a copy of a cheque for your records.

Every cheque event is recorded

Issuing, printing, reprinting, reissuing and voiding a cheque are all written to the bill's Activity tab and to the cheque's own history, each naming the person who did it and when. A reissue shows both numbers, so you can see that cheque 1042 was retired and cheque 1043 took its place, and you can follow the trail in either direction.

The Cheques register

The Cheques tab lists every cheque for the property, or across all your properties. By default it shows the ones still outstanding, which is the number you usually want when you are reconciling. Each row shows the cheque number, who it was paid to, the amount, the date, its age, and its state. A cheque that has been outstanding for a long time is flagged as stale.

Expanding a row shows which bills that cheque covered and the cheque's full history. From there you can open any of those bills directly.

You can filter by state, bank account, payee, cheque number or date range, or search for a cheque number directly. Clearing your filters returns you to the outstanding view.

A cheque whose payments have all been reversed, but which was never voided, shows as Reversed. It is kept out of the outstanding view on purpose, because that money is no longer recorded in your ledger and counting it would overstate what has yet to leave your bank. Filter by Reversed to see those cheques.

Finding a cheque from anywhere

Press the command palette shortcut and type a cheque number, or the payee's name, to jump straight to that cheque with its row already open. Typing "Cheques" takes you to the register itself.