Printing Accounts Payable Checks

Note:  Complete the Select Invoices to Pay option before printing checks.

Steps to Select Invoices to Pay

  1. From the Accounts Payable screen, select the Check Cycle menu and then Checks.

  2. If a batch already exists, the Checks Batch Search screen will appear.  To continue printing checks for an existing batch, select the desired batch by double-clicking on the batch description and then skip to Step 9; otherwise, to create a new batch, click the New Record button and then complete the batch options (following Steps 3-8).  If a batch does not exist, continue with Step 3 to create a new batch.

Note:  If selecting an existing batch and the checks were previously printed, a prompt will appear stating the checks have already been printed for this batch (check numbers have been assigned) and reprinting with different numbers will void the originally printed checks; click OK.

  1. On the Batch Options screen (tab), enter a unique description for the batch in the Batch Description field.  The description can be alphanumeric and up to 50 characters long.  Leave the field blank to use a default description assigned by the system.

Note:  If a unique description is not entered, the system will add a dash and four numbers starting with 0001 at the end (for example, Batch Description-0001) to make it distinctive.

  1. Select the Override - No Direct Deposit field to not make payments through direct deposit for applicable vendors in the specified batch and instead print checks for those vendors in this check cycle.  A checkmark will appear in the box if the field is selected.

  2. Enter the date to print on the checks, direct deposit stubs, and automatic payment stubs in the Check Date field.  Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.  Leave the field blank to default to the current date.

Note:  If the date entered in this field is more than two weeks different from the current date, more than two months different from the current date, or not in the month specified as the Processing Month, a warning icon will appear to the right of the field; verify the date entered is correct.  If the date entered in this field is more than six months different from the current date, the system will not allow the date to be saved and an error icon will appear to the right of the field; verify the date entered is correct, and if needed, contact Customer Support for assistance in entering a date more than six months different from the current date.

  1. In the Processing Month field, enter the fiscal period for which to post the entries within the batch to the applicable modules; for example, enter the month for which to post the entries to General Ledger, if applicable.  Use the mm/yyyy format or click the down-arrow button to select the desired date.  Leave the field blank to default to the current month (as based on the computer date).

Note:  If the specified processing month is in the next fiscal year and there are funds in the Fund File in General Ledger with the Automatically Start New Fiscal Year field not selected, the Start New Fiscal Year option will need to be completed for the appropriate funds if it has not already been done.

  1. In the Select Invoices to Pay Batches List, select the batch(es) for which to print checks, direct deposit stubs, and automatic payment stubs.  To select a batch, click on the box in the Selected column to the left of the desired batch description.  A checkmark will appear in the box if the batch is selected.

  2. Click the Save button.

  1. On the Check Printing screen (tab), enter the ID of the checking account for which to print checks in the Checking Account ID field, or click the down-arrow button to select the correct one.

  1. Enter the check number of the first check to print in the Starting Check Number field, or click the Search button to view the last check number used for the checking account and specify to use the next available number.  The check number can be up to 9 digits long.

Note:  If using the Search button to view the last check number, the next available check number can be specified as follows:  1) double-click the Last Check Number column to use the next highest (greatest) check number on file in the system for the specified checking account; 2) double-click the Last Check Number in Batch column to use the next check number from the last one used while printing checks within the batch for the specified checking account (for example, use if had a paper/printer jam and needed to reprint checks starting with the next check number after the ones that were jammed); or 3) double-click the Last Check Number Printed column to use the next check number from the last one printed in the system in all but the current batch for the specified checking account (for example, use if had ordered and use new checks with a lower number than the greatest number on file in the system).

  1. The system will automatically display the last check number to print in the Ending Check Number field, based on the total number of checks to be printed for the specified checking account.  The check number entered in this field cannot be changed.

  2. Leave the Starting and Ending Vendor fields blank to print all the checks for all vendors for the specified checking account.

Note:  These fields are typically only utilized if reprinting checks within a batch.

Steps to Reprint Accounts Payable Checks

  1. Print the specified checks as desired:

Note:  When printing the checks, the default check format for the applicable checking account as defined in the Check Setup - Vendors option will be used.

  1. Repeat Steps 9-13 until all the checks have been printed for all the checking accounts included in the batch.

Note:  If a check for a particular vendor includes more invoices than will print on one check stub, the system writes the check based on the setting in the Multiple Check Option field in the Check Setup - Vendors option.