Compare the cheque issue list with individual bank clearances and the accounting entries. Explain unmatched instruments before changing the cash balance or issuing a replacement cheque.

Accounting records, calculator and glasses on a desk
Illustrative photograph by Cht Gsml.

Build an instrument-level list

Gather the cheque register, payment approvals, bank statement and available cheque images. Match number, date, payee, amount and bank account. Identify cancelled instruments and reissues separately. Check whether the clearance report covers the same period as the issue list.

An issued cheque may remain outstanding at month-end. That timing difference needs a clear reconciliation and follow-up, while an unexpected payee or amount needs investigation through the company's payment controls.

Investigate the mismatch

For example, an issued cheque appears on the register but the bank report shows a different amount against that number. Confirm the bank account and source documents, then contact the authorised payment owner for review. Seek bank clarification through the approved channel where needed.

If a supplier requests a replacement, establish the original instrument's status and follow the company's cancellation and approval procedure first. Avoid leaving two potentially active instruments without appropriate control.

Complete the reconciliation

Record the outstanding amount, reason, evidence and follow-up owner. Have the accountant review any ledger adjustment and retain the original entry history. At the next close, recheck unresolved cheques against actual clearances. The closing bank reconciliation should explain which amounts are timing items and which require further action.

Related practical guidance

For the surrounding records and responsibilities, see bookkeeping basics, company records to keep, bookkeeping and accounting.

Official guidance: the relevant official guidance.

Help with your company records

For accounting, bookkeeping and related compliance support, contact Raffles Corporate Services at [email protected] or WhatsApp +65 8501 7133. Tell us which records or process need attention so we can discuss the relevant next steps.