Overview

Certain fields in SchoolCash Accounting (SCA) have fixed character limits. These limits affect what prints on check stubs, statements, and notices, and what can be stored in the Ledger description. This article explains the limits and calls out a common error when combining multiple forms into a single check.


Before you begin

Keep entries concise to avoid print truncation and validation errors.
When combining forms into one check, multiple RE (Subject) lines are linked together and must fit within the subject limit.


Details

  • Check stub text (supplier copy) - Up to 270 characters. This is the descriptive text that prints on the supplier (vendor) copy of the check stub.
  • Check stub text (office copy) - Up to 150 characters. This is the descriptive text that prints on the office copy of the check stub.
  • Statement text - Up to 300 characters. This is the descriptive text that prints on statements.
  • Debit notice text - Up to 300 characters. This is the descriptive text that prints on debit notices.
  • Ledger description (composite) - Up to 1000 characters total. This composite can include values such as supplier name, invoice number, and RE (Subject) text.

Important: If the combined text for the Ledger description exceeds 1000 characters, you may see an exception error when you select Add To Ledger.


When combining multiple forms into one check

  • Each form's RE (Subject) text is linked together into the final check subject field. If the combined subject exceeds the allowed limit of 180 characters, the check will fail.
  • Best practices:
    • Keep each form's RE (Subject) short and consistent (for example, "Field Trip 5/10/26").
    • Avoid long narratives in RE (Subject) when you expect to combine many forms. In total you have a combined number of characters of 180 for the final check RE (Subject) field.
    • If you are combining a large number of forms, consider splitting into more than one check to avoid exceeding the subject and ledger limits.

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