Using Check Processing

1. When you first enter into the Check Processing option a Select A Checking Account window will appear. Select the checking account you wish to use for check processing and press Enter to confirm your selection. If you only have one checking account defined, the system will bypass this selection window and default to that checking account where applicable in this option.

2. A Select An Option window appears and allows you to select between the following choices:

• EXIT – Exit the option
• CHANGE PAY DATE – Change the pay through date
• CHANGE A/P ACCOUNTS – Change the accounts payable (AP) account from the system default to one assigned to vendors
• BY VENDOR – Select checks to be paid by vendor
• BY REFERENCE NUMBER – Select checks to be paid by selected reference number within the system

Note: The system will only select/display the vouchers that are ready to pay and due or past due for payment based on the terms assigned to the voucher. If the voucher is not due, it will not be included in the list of vouchers to pay.

If You Want to Change the Pay Date:

If you select CHANGE PAY DATE, the system will allow you to specify a date on or before which open vouchers are to be paid. Or, press Enter to accept the current system default date. After changing the date you are returned to the Select An Option window to make further choices.

If You Want to Change the AP Account:

If you select CHANGE AP ACCOUNTS, the system will allow you to specify (or select ALL) the Vendor accounts payable (AP) account(s) for which the check processing will be run.

If You Want to Select by Vendor:

If you select BY VENDOR, the system will allow you to pay open vouchers by vendor. A vendors table will appear displaying a listing of all vendors who have open vouchers due for payment. To select the appropriate vendors, use the arrow keys to highlight a vendor and press Enter. The system will assign an asterisk next to the vendor indicating that it was selected. Repeat the same process if you want to include other vendors. If you want to include all vendors, press the F9 key. Once completed, press the F10 key. A second window will appear and display all ready to pay vouchers due for payment for the specified vendor(s). To select the appropriate voucher, use the arrow keys to highlight a line item and press Enter. The system will assign an asterisk next to the vendor indicating that the voucher was selected. Repeat the same process if you want to include other vouchers. If you want to include all vouchers, press F9. Once completed, press F10. Proceed to the next step.

If You Want to Select by Reference:

If you select the SELECT REFERENCE option, the system will allow you to select by single reference number (voucher number) the open vouchers to be paid. At the Reference field, enter the reference number of the voucher due for payment; then press Enter.
 

Note: If the voucher selected has a voucher adjustment attached, the voucher adjustment along with the original voucher will appear in the window. You must select both the voucher and the voucher adjustment for payment. Only the amount tagged will print on the check. If the amount tagged is a negative amount, the following message will display: "Negative Check Not Allowed for (Vendor Code) Press Space Bar."

3. Command options will appear allowing you to print a check preview, print checks, select additional or remove vouchers from the selection, and exit.

• Select Check Preview to print a complete listing of all checks to be processed. 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.
• 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.
• Choose Select Vouchers to modify the list of checks to include in the check processing. Type in the vendor code (or just the first couple of letters and press Enter for a list of matching choices) and a window will open allowing you to unselect any vouchers (highlight the desired line and press Enter) or select additional vouchers to include in the check processing.
• Select Exit to exit from the check processing option.

Use the Available Actions links below for more information.

Security Required : Payables - Checks