Issue with Customer Check Lacking Numeric Amount
I posted this question on the Bookkeeping subreddit but received mixed feedback, so I’m seeking insights from CPAs to help me make an informed decision.
As a bookkeeper responsible for accounts receivable, I encountered a situation with one of my clients. They received a check from a customer that lacks the numeric amount. One of the administrative staff members I collaborate with is frustrated that I won’t fill in the amount myself and prefers that I return the check to the customer instead.
If the customer were to email me granting permission to fill in the numeric amount (to avoid the hassle of mailing it back), would that be acceptable? I’m torn because the check is otherwise properly filled out, but it feels inappropriate to alter its content. The staff member’s comments have left me questioning my stance—am I being too cautious, especially since the amount is clearly written out?
For context, the bank informed me that they wouldn’t process the check without the numeric amount filled in and advised returning it to the customer rather than altering it myself.
I appreciate any guidance you can provide! Thank you!
One response
It’s great that you’re seeking advice before making a decision that could have implications for your client and their records. Here are some key points to consider regarding filling in the numeric amount on the check:
Authenticity and Fraud Prevention: Checks are legal documents, and altering them can raise concerns about authenticity and potential fraud. Even if the client gives you verbal permission to fill in the amount, it could lead to complications later on, especially if there are disagreements regarding the payment.
Bank Policy: Since the bank has advised sending the check back due to the missing numeric amount, that guidance is important to follow. It indicates that they have a clear policy regarding check processing and would not accept a changed document.
Client Communication: It’s best practice to communicate clearly with the customer about the issue. Explain that the check cannot be processed as is and request them to provide a new check or an authorized method to correct the existing one. Written communication (email) would be ideal for maintaining a record of this transaction.
Documentation: If necessary, document all communications regarding this issue with both the customer and the bank. This will protect you and your client from any future misunderstandings.
Policy and Best Practices: Suggest to your client that they might want to have policies in place for situations like this in the future to avoid delays and confusion.
Ultimately, it is wise to err on the side of caution. Sending the check back for correction maintains the integrity of the documents and helps ensure that your Bookkeeping practices remain transparent and professional.