Printing in Check Processing

1. After you have finished setting up the check run and have previewed the list of checks to be printed you will have several command options available: Check Preview, Print Checks, Select Vouchers, or Exit.

• Check Preview – Select Check Preview to print a complete listing of all checks to be processed. Command options will appear allowing you to print or choose from a set of other print options. Use this to determine if the correct vendors and vouchers have been selected for the check run and to calculate the total dollar amount of the check run. The check preview report includes the following fields:
  • Vendor Name – Vendor ID code and name
  • Type Transaction Type:
    • AD – Advance
    • AJ – Voucher adjustment
    • PO – Purchase order
    • VO – Voucher
  • Ref – Transaction reference number
  • Disc Date – The date the discount expires
  • Due Date – The payment due date based on the transaction date and payment terms for the transaction
  • Doc Bal – The unpaid balance of the transaction
  • Dis Taken – The amount of the eligible discount taken
  • Amt to Pay – The amount paid by this check run for the transaction
  • Sub-total Amount – The total to be paid for each selected vendor
  • Grand Total – Total of the check run.
• Print Checks – Select Print Checks to print the checks now. The message line "Next Check Number" will display. Enter the correct check number or press Enter to accept the system default. The system default is the next available check number for the selected account.
  • Print Check – Select Print Check to print the check. Command options will appear allowing you to print or choose from a set of other print options.

  • Print Mask – Select Print Mask to print a check alignment test prior to printing the checks. Command options will appear allowing you to print or choose from a set of other print options or realign the checks on the printer and select Print Mask again.

Note: If the check number entered differs by more than 100 from the default, the message line displays "Warning, Check Number is Too High!!! Continue? No/Yes." If you answer no, the system will allow you to enter in another check number. If you answer yes, the system will continue with check printing.

2. When checks have been printed, the message line displays three command options: Keep Checks, Reprint, or Exit.

• Keep Checks – Select Keep Checks and the system will keep the checks as printed. This will update the vendor balances and save the check detail.
• Reprint – Select Reprint and the system will reprint the checks using the same series of check numbers or you can enter a new next check number. Check numbers previously used but not included in the reprint will need to be marked void using the Burn Check Number option in Miscellaneous (Misc.) Cash Disbursements.
• Exit – Select Exit and the system will exit and disregard the checks that were printed. The vouchers will remain unpaid and a new check run can be done to pay the vouchers

Note: To void a check that was kept in check processing follow the instruction found for voiding a check in Hand Checks.

The following information prints on the check based on the check format and layout defined in payables options:

Check Stub:

• The reference number for the hand check
• The date of the hand check
• The amount the hand check
• The vendor who was issued the hand check
• The voucher number(s) and date(s), dollar amount and vendor invoice number and voucher description.

The check:

• Check number
• Check date
• Check amount
• Check amount description
• Payee name and address

For more information on the Check Processing option see Check Processing.

Security Required : Payables - Checks