Note: The instructions below are for adding a check setup for vendors for those school districts who use a check-writing software to print checks (and direct deposit stubs or automatic payment stubs, if applicable).
From the Accounts Payable screen, select the Maintenance menu and then Check Setup - Vendors.
At the Check Setup - Vendors screen, select the Options menu and then Check Writing Software.
At the Check Writing Software screen, click the New Record button.
Click the General tab to complete the general information and settings for the new check setup.
Enter a unique name for the check setup in the Report Name field. The name can be alphanumeric and up to 255 characters long.
In the Check Format for Viewing field, enter the name of the check setup that was created within the Check Setup - Vendors option for use with employees viewing or printing their vendor checks (if applicable) from within Web Link or with viewing vendor checks using the To Screen button from within the various options in the School Accounting System, including the Checks File Maintenance and Vendor Inquiry options. If needed, click the down-arrow button to select the correct check setup.
Select the Sort by Vendor ID field to print the checks in order by the vendor ID, or leave this field unselected to print the checks in alphabetical order by the name of the vendor. A checkmark will appear in the box if the field is selected.
Select the Print Zero Balance Checks field to have checks and direct deposit stubs print if they are a zero balance. A checkmark will appear in the box if the field is selected.
Only if the new check setup is for direct deposit stubs, enter the desired option for printing the bank account information (Do Not Print Bank Account Information, Print Bank Name/Exclude Account Number, Print Bank Name/Full Account Number, or Print Bank Name/Last 4 Digits of Account Number) in the Bank Account Information on Direct Deposit Stubs field, or click the down-arrow button to select the correct one. To omit the vendor's bank account information and deposit amount from printing on the direct deposit stubs, enter Do Not Print Bank Account Information. To print just the name of the vendor's bank with the deposit amount and not the vendor's bank account number, enter Print Bank Name/Exclude Account Number. To print the name of the vendor's bank and the vendor's entire bank account number with the deposit amount, enter Print Bank Name/Full Account Number. To print the name of the vendor's bank and only the last 4 digits of the vendor's bank account number with the deposit amount, enter Print Bank Name/Last 4 Digits of Account Number. Leave this field blank to have the system default to Do Not Print Bank Account Information.
In the Checking Accounts List, specify which checking accounts use the particular check setup as the default when printing checks and/or direct deposit stubs for vendors.
To select the particular check setup as the default when printing checks, select the Default Check Format field (column) for the desired checking accounts. A checkmark will appear in the box under the Default Check Format column for the checking account if the field is selected.
To select the particular check setup as the default when printing (and emailing, if applicable) direct deposit stubs and printing automatic payment stubs, select the Default Direct Deposit Format field (column) for the desired checking accounts. A checkmark will appear in the box under the Default Direct Deposit Format column for the checking account if the field is selected. If this field is selected, the direct deposit stubs will be emailed as a .TXT file attachment instead of a .PDF file, if applicable.
Note: Only one check setup can be selected as the default for checks or direct deposit stubs per checking account. If the Default Check Format or Default Direct Deposit Format field is selected for a checking account that also had been previously selected for a different check setup, the field will be unselected for that other check setup after saving this check setup.
Click the Field Selection tab to select the fields of information to include on the stub portion of the check setup.
To add fields to the check setup, select the section for where to insert the fields by clicking once on the line for the desired section in the Report Layout List on the right side of the screen, and then select the fields (columns) of information to include on the stub by double-clicking on the desired fields in the Report Fields List on the left side of the screen. If desired, change the filters (for the Check Section field (column)) to modify the fields displayed in the Report Fields List; the fields defined for the Detail Check Section can only be added to the Detail section, while the fields defined for the Invoice Number Check Section can be added to either the Detail or Group_01 section. As the fields are added to the check setup, the fields will appear under the selected section in the Report Layout List on the right side of the screen.
Note: To remove a field from the check setup, click the Delete button located to the left of the desired field; when prompted to delete the line, click Yes.
Tip: To print the description from the Header of the invoice if one was entered (or the description from the Vendor File if the Header description on the invoice was blank), include the Header Description field. To print the Invoice Amount from the Header of the invoice on the check setup, include the Funds Amount field in the Group_01 section.
The order the fields are listed on the screen under each section in the Report Layout List is the order the fields (columns) will print on the stub. If desired, to change the order of the fields, click once on the field to move and then click the Top, Up, Down, or Bottom button until the field is in the desired position.
Click the Save button.
If desired, click the Execute button to print a test file of the check setup from within the Check Writing Software option; when prompted, specify the correct path (drive and folders), edit the file name if needed, and then click the Save button.