Print Checks (AP)
This AP Data Entry panel routine prints checks in Vendor Name order for all open items that have been selected to be paid (Select Items for Payment). The posting function at the end of this process automatically updates vendor files and GL accounts.
Note: Make sure you have the check forms you need. AP checks can also be printed from within the Individual Transactions routine on the Data Entry panel. In that routine, you have the option to print checks in Entry Order or in order by Vendor Name.
Items marked as Already Paid or Reverse in the Select Items for Payment routine must be posted by running the Post Already Paid/Reverse Items routine from the AP Data Entry panel.
Before you print checks Run Select Items for Payment and Print Selected Items to control what checks will print and to verify the accuracy of your check data.
If the Select Items for Payment window is open when you select this Print Checks routine, the program automatically closes it for you.
- Select Checking Account You see a summary of the items to be paid from each checking account. Highlight the checking account from which you want to make payments.
- Next− Select the Next button to open the screen on which to identify the next available check number.
- Starting Check # The number of the next check available to be printed appears. You may change this if the first check that will print has a different number. If any checks must feed through the printer without printing, be sure to enter the number of the first check that will print. (NOTE: Items marked as Pre Paid or Already Paid require a check number to be manually entered (in Individual Transactions or Select Items for Payment). Those entries do not increment the Starting Check #, as these entries are sometimes made out of sequence with the other available check forms. 3. Date Written The current date appears in this field. You may type a different date that you desire to print on the checks and post these transactions. The date must be within the current calendar and fiscal years.
- Check Style−−−−Change Style/Location− Select this button if you need to change the layout of the check data to fit the check forms you are using. (The default layout prints the check at the top with two stubs below.) You can also choose to print transaction detail or summarize the check total on the stubs.
- Print Select the Print button to continue. The system will verify the GL accounts and vendor records, warning you if it discovers a problem that must be corrected before you can proceed. When everything is OK, an alert box will remind you to make sure the check forms are ready to run, starting with the one indicated above, and indicating the number of checks you need. (The number of check forms needed may exceed the number of checks being printed if the system detects that printing detail on any check stubs will require more than one check form.) Select OK or press Enter to proceed, bringing up the Print window. The Send to Printer option is selected. You may want to change to Print Preview in order to see the check data on your screen. Test Alignment Mark this check box if you need to print one or more "test checks" in order to verify that data aligns correctly with your pre-printed check forms.With either the Test Alignment check box marked or the Print Preview option selected, the output will display a large "VOID" over the check portion.
- After previewing or testing, the Cancel button will remain active, allowing you to leave this routine with no check data having been processed. An alert will appear stating: "Warning, If you cancel this check run, it will appear as though no checks have been written and all items will remain unpaid. Are you sure?" Select Yes to return to the screen where you can change the Starting Check #, Date or Check Style. Select Cancel again to close the Print Checks routine so that you can correct whatever errors you noted.If you need to select a different printer, select the Printer Setup button to choose the new printer. Then select Print again You may also use the Page Setup button if you need to shift data down or to the right to fit your printer.With the Test Alignment check box unmarked, the Send to Printer option will output valid check data. The Cancel button is dimmed, and you must then select the Commit button to proceed.Once you ready to preview, test or print checks, select the Print button.
NOTE:If you print "test checks" onto actual check forms, you must then enter those check numbers as Spoiled in order to account for those check numbers.1. Commit/Post− When you have verified that all checks have printed, select the Commit button (which becomes active once you select the Print button, unless previewing or testing alignment).
NOTE: Checks MUST be posted so that GL accounts and employee records are brought up-to-date.5. Vendors marked for EFT Deposit If any vendors that were selected to be paid have been defined for EFT Deposit (Personal tab), an alert box instructs you: "Please make sure Blank perforated stock is in printer. Printing Direct Deposit Checks." Select OK when you have replaced your check stock with blank paper (perforated for ease of separating segments).
1. Run Report−−−−Print Direct Deposit Stubs This window gives you the option to preview the check stubs before you print them.
2. Select the Send to Printer option button and Print to proceed with printing check stubs.
3. When you have verified that all check stubs have printed correctly, select the Commit button to proceed to the window where you post the data.
4. Post Vendor Checks All vendors for whom a payment has been processed are listed with a check box marked in front of each name.
If all checks printed properly, follow the instructions below for Step #13: Post AP Checks.If some checks, but not all, printed properly, unmark the check box from those checks that did not print, then complete Step #13 to post the checks that printed correctly. Any check numbers that are unmarked will be flagged as Spoiled when you post. You must then repeat the above steps to print new checks for the items remaining open.
If any checks outside the range of those listed were damaged by the printer, use the Spoiled AP Checks routine to account for those check numbers.
- Post AP Checks− Select the Post button to apply the data for the selected payments to the GL accounts and vendor records. You see a thermometer showing information on each check as it is being posted. An alert box will notify you when posting is complete, instructing you to remove any checks from the printer so that the posting report can print onto blank paper. Select OK to close the alert and move to the window from which you print a report of your posted checks.
- Posting Report The Output Destination window opens. The Send to Printer option is selected. Place plain paper in your printer for this report, and then choose Print. Select Finish after the report prints. Export If any vendors are being paid by Direct Deposit, the Export routine opens so the payment data can be transmitted. Spoiled Checks If any checks outside the range of those that posted were wasted in printing ( no data was posted to those numbers), go to the Spoiled AP Checks routine on the Data Entry panel to identify them so that those check numbers are accounted for by the system. Void Checks If any checks were printed and posted incorrectly, go to the Void AP Checks routine on the Data Entry panel to identify them so that GL accounts and vendor records are updated correctly.
1. Destroy any checks that printed incorrectly
2. Correct any problem with your printer or a check that is in error;
3. Repeat the above steps to print the checks again and then post.