Printing Accounts Payable Direct Deposit Stubs

1. From the Accounts Payable screen, select the Check Cycle menu and then Direct Deposit Stubs.

2. If a batch already exists, the Checks Batch Search screen will appear.  To continue printing direct deposit stubs for an existing batch for which the checks have already been printed, select the desired batch by double-clicking on the batch description and then skip to Step 9.  If a batch does not exist or checks have not already been printed for the check cycle, continue with Step 3 to create a new batch.

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

3. 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.

4. 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.

5. 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.

6. 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.

7. 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.

8. Click the Save button.

9. On the Stub Printing screen (tab), enter the ID of the checking account for which to print direct deposit stubs in the Checking Account ID field, or click the down-arrow button to select the correct one.

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

Note:  If using the Search button to view the last stub number, the next available stub number can be specified as follows:  1) double-click the Last Check Number column to use the next highest (greatest) stub 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 stub number from the last one used while printing direct deposit stubs within the batch for the specified checking account; or 3) double-click the Last Check Number Printed column to use the next stub number from the last one printed in the system in all but the current batch for the specified checking account.

11. The system will automatically display the last stub number to print in the Ending Stub Number field, based on the total number of direct deposit stubs to be printed for the specified checking account.  The stub number entered in this field cannot be changed.

12. Leave the Starting and Ending Vendor fields blank to print all the direct deposit stubs for all vendors for the specified checking account.

Note:  These fields are typically only utilized if reprinting direct deposit stubs within a batch.

Steps to Reprint Accounts Payable Direct Deposit Stubs

13. Print the specified direct deposit stubs as desired:

• To preview the direct deposit stubs on the screen, click the To Screen button.  To then print the direct deposit stubs to the printer, click the Print button on the preview screen.

Note:  If emailing direct deposit stubs, the direct deposit stubs for those vendors who will not be emailed appear in one preview screen and the direct deposit stubs for those vendors who will be emailed appear in another.  If desired, only print a paper copy for the first set of direct deposit stubs for the vendors who will not have the stubs emailed, and then just close the preview screen for the second set of direct deposit stubs for those who will be emailed without printing to the printer if a paper copy is not wanted.

• To print the direct deposit stubs directly to the printer, click the To Printer button.

• If using a check-writing software, click the Check Writing Software button (displays in place of the To Screen button and To Printer button) to print the direct deposit stubs to a file to import into your check-writing software; when prompted, specify the correct path (drive and folders), edit the file name if needed, and then click the Save button.

Note:  If applicable, the system will prompt multiple times to create separate files for the direct deposit stubs that will not be emailed (named "APDIRDEP") and the direct deposit stubs that will be emailed (named "APDIRDEPEMAIL").  If desired, import only the file named "APDIRDEP" into your check-writing software in order to print the paper stubs for those vendors who will not be emailed (do not import the file named "APDIRDEPEMAIL" if a paper copy is not wanted for those vendors who will be emailed).

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

14. Repeat Steps 9-13 until all the direct deposit stubs have been printed for all the checking accounts included in the batch.

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