---
title: "Stuff and Mail Printed Checks"
sidebarTitle: "Stuffing checks"
description: "The physical procedure for stuffing, stamping, sealing, and reconciling printed checks against the check log before they go out for mailing."
icon: "envelope"
---

> **For AI agents:** the complete documentation index is at [llms.txt](/llms.txt). Append `.md` to any page URL for its markdown version.

| Field | Value |
|---|---|
| **Owner** | Unassigned — needs an owner |
| **Department** | Accounts Payable |
| **Effective date** | Not set in source |
| **Scope** | The physical handling of checks after they are printed: stuffing, stamping, sealing, and reconciling the machine count against the check log. Does not cover printing checks in Intacct or generating the positive pay file. |
| **Source** | `Accounts Payable Department/3. Payment Processing/Stuffing checks.docx` |

The control that matters in this procedure is the count reconciliation in step 6. The machine's stuffed count must match the check log before anything is mailed — a mismatch means a check is either missing or double-stuffed, and both are far cheaper to catch here than after mailing.

## Procedure

<Steps>
  <Step title="Gather the materials">
    Collect the materials from the back wall and bring them to the work area.
  </Step>

  <Step title="Total the check count">
    Add up all check counts to get a total number of checks. This total is what you will reconcile the machine count against.
  </Step>

  <Step title="Handle pre-stuffed checks">
    Go to the supply room and stamp and seal all pre-stuffed checks, then place them in the box for Debbie.
  </Step>

  <Step title="Validate the pre-stuffed envelopes">
    Confirm every envelope is stamped, sealed, and has a visible address.
  </Step>

  <Step title="Run the stuffing machine">
    1. Turn on the **Power**.
    2. Select the format:
       - **Payroll check** — if the checks are **not** torn.
       - **AP check** — if the checks **are** torn.
    3. Press the pen icon, then the circle arrow, and confirm the counter reads **zero**.
    4. Load the checks on the right side, **face up, head first**, then press **start**.

    <Warning>
      Confirm the counter is at zero before loading. A non-zero starting counter makes the reconciliation in the next step meaningless.
    </Warning>
  </Step>

  <Step title="Reconcile the machine count against the log">
    When the run completes, compare the total checks counted and stuffed by the machine against what is recorded on the log.

    **If the counts match:** initial the log and continue to the next step.

    **If the counts do not match**, work through this sequence:

    1. Check the machine for jams.
    2. Count how many envelopes you have per client to narrow down where the discrepancy is.
    3. Ask the client owner to validate their count.
    4. Get Danielle.

    <Note>
      Do not proceed to mailing on an unreconciled count. Resolve the discrepancy first.
    </Note>
  </Step>

  <Step title="Stamp all checks">
    Stamp every check.
  </Step>

  <Step title="Validate all envelopes">
    Confirm every envelope is stamped, sealed, and the address is visible.
  </Step>

  <Step title="Hand off for mailing">
    Place the completed envelopes in the box for Debbie.

    **Expected outcome:** the stuffed count is reconciled and initialed on the log, and every envelope is stamped, sealed, and addressed.
  </Step>
</Steps>

## Related documents

- [Day-to-day AP transactions in Sage Intacct](/internal/sops/accounting/ap/intacct-ap-transactions) — printing and confirming checks before this procedure begins
- [Positive pay file policy](/internal/sops/accounting/ap/positive-pay-file-policy) — must be submitted for the same check run
- `Check stuffing log.xlsx` and `Manual Check Log & Deposit Log Template.xlsx` — see [Supporting materials](/internal/sops/accounting/supporting-materials)