EAP: Requesting Modification of the "Stale Date" Check Process in Accounts Payable (Doc ID 3052757.1)

Last updated on OCTOBER 14, 2024

Applies to:

Goal

Washington State Legislature RCW Process:

Should the payee or legal holder of any warrant drawn against the state treasury fail to present the warrant for payment within one hundred eighty days of the date of its issue or, if registered and drawing interest, within one hundred eighty days of its call, the state treasurer shall enter the same as canceled on the books of his or her office.

Should the payee or legal owner of such a canceled warrant thereafter present it for payment, the state treasurer may, upon proper showing by affidavit and the delivery of the warrant into his or her possession, issue a new warrant in lieu thereof, and the state treasurer is authorized to pay the new warrant.

Based on the above requirement, requesting the following modifications to the Stale Date check functionality:

Select “Stale Date” check option:
1. Voucher is marked as stale dated
2. Check is cancelled
3. GL entry is made to debit cash and credit stale dated GL account
4. Voucher remains open (however, it is not included in the AP aging or control account as it is stale dated)
5. Suggesting an addition of stale dated on the AP workbench

Decision – Reissue
1. Unmark voucher as stale dated
2. GL entry is made to debit stale dated GL account and credit AP control account
3. Voucher is available for processing – either re-issue or cancel voucher

OR

Decision – Escheat
1. Voucher is marked as escheated
2. If account is stale dated, GL entry is made to debit stale dated GL account

Solution

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