1. Check Maintenance
1.1. Record & Print Check

This tab is used to record a manual check, to void a check or to re-print a single check.  Upon clicking on the tab, this screen appears:

Note:  To reprint batches of checks, see the  Batch Re-Printing  procedures. 

To get started, depress the Add button. Type in your password.  Depress the down arrow next to the Bank field.  Select the appropriate bank.

Select from among the following radial selections: 


If the "Record and Print a Check" radial is selected, the user will be able to issue a check via the printer and at the same time, record it.  This is especially useful for COD non-inventory orders. 

Note:  For COD orders involving inventory, please refer to the Pre-Pay Supplier procedures.  

Depress the down arrow next to the Supplier field:

Toggle down and then select the desired supplier.

 

Enter in the amount of the check.  If you wish to add a Check Note, depress that button.  Depress the Edit button.  Type in your note.  Depress the Save button.  Depress the Exit button.

Depress the Add Item button located at the bottom of the screen.  Enter in the Item Number, Description.  Enter an Invoice number that exists in the AP Aging.  When the Invoice number is entered the Invoice Amount, Balance, and General Ledger Number will fill in automatically and user can make the needed changes to the Disc Taken and Amt Paid. 
 
If the Invoice does not exist in AP Aging the following message will be displayed, but will allow the user to continue and save the record without populating the Invoice number.  
 
Once the Check amount and the detail total are the same, the Save button will enable.   You may enter a different check number than the one displayed if you choose.
 
 
 

Depress the Save button and the following check format selection will appear:

 
 

Click on the down arrow to select the desired layout; There are three types of Check Forms to select from: Standard xERP Check Layout; Deluxe Form DLT104; or Canadian Check Layout. See Article #4657 for further information on the check forms.

 
 

Once the selection has been made, depress the "OK" button and the check will go to the printer and will also record.  

NOTE:  If Invoice is in a check batch it will automatically removed from the batch when paid within the check maintenance screen.
 
1.2. Record a Hand Written Check

This tab is used to record a manual check, to void a check or to re-print a single check.  Upon clicking on the tab, this screen appears:

To get started, depress the Add record button. Type in your password.  Depress the down arrow next to the Bank field.  Select the appropriate bank.

Select from among the following radial selections: 

 
If the "Record a Handwritten Check" radial is selected, the user will have already manually hand written a check.  This function will only record the record the check, it will not print out a check.
 
Depress the down arrow next to the Supplier field:

Toggle down and then select the desired supplier.

 

Enter in the Amount. The system will prompt for the next check number.  The user may highlight the check number field and type in another number if needed.
 
Depress the Add Item button.  Enter in the Item and Description.  If the invoice is applicable to an existing invoice already in the Accounts Payable Aging, enter in the Invoice number exactly as it exists in the AP Aging.  Then the remaining fields will automatically update.

Type in the Amt Paid and depress the Save Record button.  The AP Aging will update and the check will be recorded.

If the check you are attempting to record does not apply to an existing record in the AP Aging.  Then you need to follow the above procedure to the point of Adding Item.  Once you depress the Add Item button, enter in the Item and Description.  This time do not tab or enter into the Invoice No field, you must click directly into the Invoice Amt field.  Enter in the Invoice Amt, Balance, Disc Taken, Amt Paid and GL Number.

Once the Total Detail equals the Amount field, the system will allow you to save the record.



NOTE:  If Invoice is in a check batch it will automatically removed from the batch when paid within the check maintenance screen.

1.3. Void an Issued Check

This tab is used to record a manual check, to void a check or to re-print a single check.  Upon clicking on the tab, this screen appears:

To get started, depress the Add button. Type in your password.  Depress the down arrow next to the Bank field.  Select the appropriate bank.

Select from among the following radial selections: 



If the "Void an Issued Check" radial is selected, the user may void any un-cleared outstanding check.

Type in the check number you wish to void.  All of the associated data will appear, as detailed below.

 

Depress the Save button.  You will receive the following message to confirm that you want to void the check:

 

Depress the Yes button.  The check will void. 
 
If the original check has been applied to Invoice(s) within the AP Offset module the check cannot be voided or reprinted and user will receive the following message:
 
1.4. Void an Unused Check

This tab is used to record a manual check, to void a check or to re-print a single check.  Upon clicking on the tab, this screen appears:

To get started, depress the Add button. Type in your password.  Depress the down arrow next to the Bank field.  Select the appropriate bank.

Select from among the following radial selections: 


If the "Void an Unused Check" radial is selected, the user may void a check which had never been paid through or entered in the system as a manual check recording.
 
Enter the check number you wish to void.  
 
 
 

Depress the Save button.  You will receive the following message to confirm that you want to void the check:

 

Depress the Yes button.  The check will be recorded as Void in the Check Register.  

 
1.5. Reprint a Single Check

This tab is used to record a manual check, to void a check or to re-print a single check.  Upon clicking on the tab, this screen appears:

Note:  To reprint batches of checks, see the  Batch Re-Printing  procedures. 

To get started, depress the Add button. Type in your password.  Depress the down arrow next to the Bank field.  Select the appropriate bank.

Select from among the following radial selections: 


If the "Reprint a Single Check" radial is selected, the user will be able to void out and reprint a single check.
 
Enter the old check number into the field, the system will automatically fill in all of the rest of the information.  The system will prompt for the next check number.  The user may highlight the check number field and type in another number if needed.  Once the Check amount and the detail total are the same, the Save button will enable.



Depress the Save button. The check will go to the printer and will also record.
 
If the original check has been applied to Invoice(s) within the AP Offset module the check cannot be voided or reprinted and user will receive the following message: