Determining the Check Sequence and Setting the Check Ceiling

To jump directly to the step-by-step video tutorial, click here.

Setting a check ceiling becomes necessary when the software-generated check number is printing incorrect checks.

How Check Ceilings Work

Things to know... 

1. When no check ceiling is set, the system finds the highest existing check number and adds one.
2. When a check ceiling is set, it finds the highest existing check number below the ceiling and adds one.
3. Setting a Check Ceiling also tells the software not to go beyond the set number when generating new checks.
4. The Check Ceiling must be high enough to allow a few thousand checks to print in sequence.

Looking at the example below, the highest existing check number is 3000, which is not in sequence with the other checks. With no ceiling set,  the next check number generated will be 3001.

When the ceiling is set to 2999, as in the example above, the software will look for the highest check number below the ceiling and add 1.

Since 103 is the highest check number below 2999, the software will generate 104 as the next check number.

If the ceiling is set to a number higher than 3000, such as 10000, for example, it will generate 3001 as the next check number. 3000 is below 10000, so it will generate 3001. 

Setting the Check Number Ceiling

1. Navigate to Accounts > Quick Find to bring up the account. 

2. Scroll to find the Additional Asset Information > Check Number Ceiling field. 

   Note: The Bank Account option must be checked in order to set the Check Number Ceiling! 

3. Add the Check Ceiling number.

4. Click Submit.

   

To verify that the ceiling you have set will generate the sequential check number, go into Payments >select the account. 

You will see which number the system will generate the next time you print checks.

If this number is not correct, you must lower the ceiling to below this number.

Setting the Check Number Ceiling for Primary and Subsidiary Bank Accounts

1. Navigate to Ledger and Payables >Setup > Primary and Subsidiary Bank Accounts.

2. Choose the bank account.
3. In the Check Number Ceiling fields, fill in the number.
4. Click Submit.

Why did my Check Numbers get out of sequence?

Some common reasons your Check Numbers may have gotten out of sequence:

1. A new set of check stocks numbered lower than your previous set.
2. When an Electronic Funds Transfer (EFT) check number is assigned through the Bills screen, sometimes a large check number is assigned. If alpha characters are not included in that check number, the next generated check number will be that very high number plus one.
   • For example, a check number of 42520171 may be assigned to an EFT transaction dated April 25, 2017. Since no alpha characters are used in this check number, when printing checks, the next check number generated will be 42520172.

If this is the case for you, and you have access to the Change Check Number Routine, you may add alpha characters to these numbers.

This will put your checks back in sequence without having to add a ceiling.

When you assign a check number to an EFT or an ACH Transaction, add alpha characters to the number, for example, EFT42520171. 

A check number with alpha characters will not be considered when generating the following check number for paper check stock.

Get Your Checks Back in Sequence

Let's consider the following scenario!

You are printing checks, and the physical check number next in sequence is 20012. 

Due to an EFT or ACH entry, a larger number, 42520171, was entered out of sequence with no alpha characters. 

In this example, we want the system to generate check 20012, but if we do not set a Check Ceiling, it will generate check number 42520172.  

In this case, the ceiling could be set to 42520170 since there were no checks with numbers between 20012 and 42520171.

Important: To get your checks back in sequence, you must set a check ceiling!

Updated May 26, 2026 16:46