Batch Summary Field Definitions

Batch Detail Section: 

A/P Due in Days Section:

Clicking on the Batch Scheduling tab will bring up the following screen:

 

 

Field Definitions 

Bank Name	The name of the bank from which the checks will be written.  Only the Active Bank Accounts will be available in the pull down when processing new records.
Current Bank Balance	The current bank balance of the Bank being displayed in the Bank Name.
Scheduled Date	This is the date that the user has selected for this batch to be paid.
Batch Description	The Batch description the user assigned to this batch.
Account Title	The G/L title for the bank being displayed in the Bank Name.
Account Number	The account number for the bank account selected.
Items to Display	Select the radio on how you would like the invoices to be displayed either by "Earn Discount by Date", "Due by Date" or "All Unpaid"
To Date	Enter the date to have the invoices displayed to
	Depress this button to have the invoices displayed
	Use these buttons to check or uncheck all records
	Set Cursor where to start to either check or uncheck the rest of the records and depress this button, the records will be checked or unchecked from this point on down.
Y/N	If this box is checked, the invoice is included in the batch for payment.
Disc Date	The date on which the early payment discount expires for terms such as 2 % 10, net 30.
Due Date	Under the terms the supplier has for the user, the last possible payment date available before being considered delinquent.For example, if the terms are 2 % 10, net 30, the date appearing in this column would be 30 days from the invoice date without consideration for the early payment discount.
Supplier	The name of the supplier which is being paid.
Invoice No.	The Suppliers number assigned to the invoice.
Invoice Amt	The total amount of the individual invoice.
Balance	The unpaid balance of the invoice.
Discount Amount	The applicable early payment discount amount.
Pay Amount	The amount of the check payment for this specified invoice
Inv Date	The date the Invoice was created
	Depress this button to add an item to a batch
	Highlight the item and depress this button to delete an item from a batch
Total Amount Scheduled	The sum of all of the scheduled invoice payments for this batch.

To view the Invoice Date, scroll to the right.

If there are several invoices in the batch, the user may sort by invoice date by depressing the Invoice Date column header. 

This is the companion screen to the Bank Reconciliation  - Generate Automatic Deductions tab.  In this screen, the automatic deductions are set up.  Upon generation in the Bank Reconciliation module, the appropriate journal entry will generate and the outstanding check list will display the automatic deduction.

To view the detail on a specific deduction, highlight it and the pertinent detail will display in the Detail section.

Automatic Bank Deductions field definitions:

View	If the Radial is Current – open deductions will display.If the Radial is Closed –previous deductions will display.
Number of Payments	If the Radial is Original – the number of times the deduction will be generated.  If the Radial is Remaining - the balance of the number of times the deduction will be generated.
Setup Date	The date on which the deduction was created.
First Deduction Date	The date on which the bank will be making the fist deduction.
Last Deduction Made	The date of the most recent deduction.
Last Date Changed	If any changes have been recorded, the latest date of such change will appear here.
Changed By	The initials of the user who recorded the last edited change.
Reason	The reason for the latest change.
	This button will close the deduction so that no further deductions can be generated within the Bank Reconciliation module
	If this button is lit in red, there are notes regarding the automatic deduction.

Automatic Bank Deductions Section:

Detail Section:

Depressing the Check Register tab will bring up the following screen:

Bank	The name of the bank from which the checks will be written.
Account No	The number that the bank has for this account.
Account Name	The name that the bank has for this account.
Payee	The name of the institution or business which will appear on the check.
Date Range	The range of dates you want data displayed within
Check No Range	The range of check numbers you want data displayed within
Check Status
	Depress this button to display data based on selection
	Depress this button to change selection
Bank	The name of the bank from which the checks will be written.
Account No	The number that the bank has for this account.
Check No	Check number
Date	Date of Check
Payee	The name of the institution or business which will appear on the check.
Amount	The total amount of the check issued.
Status	Status of Check
View Dtl	View Detail
Total	Total of Check Amount

 

 

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, select Accounting/Accounts Payable/Payment Scheduling

 

The following screen will be displayed:  To edit a scheduled batch, highlight the batch you want to edit.  Go to the Batch Scheduling screen.

 

 

Depress the Edit button.  Enter your password.    If you want to add to this batch, depress the Add items button at the botton of the screen.   Enter the EXACT invoice number as is entered in the Accounts Payable Aging. Depress the Enter Key and the rest of the information regarding that invoice will fill in automatically.   

 

 

To delete an already scheduled line item, highlight the item.  Depress the Delete Items button.  You will receive the following message:

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, select Accounting/Accounts Payable/Payment Scheduling

The following screen will be displayed:  Highlight the batch you want to print.

 

 

Depressing the Reports action button will bring up the following menu options:

If the user selects the "Print Batch Checks", the following screen will appear: (Note:  The Bank name field could be blank if the Bank is Inactive)

 

 Check Printing Screen field definitions -- Batch Printing tab:

Bank Name	The name of the bank from which the checks will be written.
Scheduled Date	This is the date that the user has selected for this batch to be paid.
Batch Description	The user assigned description pertaining to this batch.
Account Title	The G/L title for this bank.
Account Number	The number that the bank has for this account.
	The button will uncheck/check all of the checkmarks in the Yes column.
	Highlight the last item you want to include in this payment, then clicking on this button will uncheck/check the rest of the checkmarks in the Yes column.
	Depressing this button selection will bring up the following screen:

View Batch Detail field definitions:

Summary of Selected Items By Supplier

 

If user receives the following message after depressing the Print Check button:

 

 

 

This message is displayed when the check that the system is attempting to print would end up being for a negative value.  One possible reason would be that the Remit To information between the Invoice and Debit Memo's selected on the Check Batch are different, or blank.  Due to this the system would want to create two separate checks, and that could place the Debit Memo on a check by itself. We can not allow checks for negative value.  So we suggest that you make sure that all of your Remit To information is properly populated within the Supplier Information module.   However, there is a work around if you need to create a check for an Invoice and Debit Memo that have different or Blank Remit To Information, you may process the records through the Check Maintenance module, Record & Print a Check .   If the "Remit to Address" printing on the check is different then expected or balnk refer to  Article #3342 for further detail.  
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To print a selected batch, depress the Edit button and enter your password.  The selections shown at the right will enable.

If you select Test Printer Alignment, the following message will appear informing user that the check alignment is only available for the standard xERP check layout :   To continue, depress the Yes button.
The following message will appear:  Depress the Yes button to continue:    A test check will go to your printer so that you may check on the alignment first.

Print a Single Invoice and remove from batch

Choosing this option will allow the user to select just one invoice from a batch and print a check for it.

 

If you have more than one check selected you will receive the following message:

Choosing this option will allow the user to select some invoices from a batch and print checks for them.  All invoices NOT checked in the Yes box will be released from all scheduling.

Uncheck any boxes in the Yes column which you DO NOT want to pay.  Depress the Print Selected items and release others from batch button.  



You may enter a different check number than the default if you choose.  Depress the Continue button to print the check. 

After depressing the “Print selected Items and Transfer Others to Another Batch”, the screen below will appear.   You will need to enter in the New Batch Description.

You may enter a different check number than the one displayed if you choose.   Depress the Continue button to print the checks. 

Once the Continue button is depressed, 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.

Reprint Checks

The Batch Re-Printing tab is used to re-print checks that got mangled in the printer.

Depress the Find Record button.The following screen will appear:   Select the appropriate radial, either Single Check or Printed Batch.  If you select Single Check, depress the arrow next to the Bank Name to make your selection.   Once you have made your selection, the account number will automatically appear.  Enter in the check number and depress the OK button.
If you select Printed Batch, depress the arrow next to the Batch Description to make your selection.  Once you have made your selection, depress the OK button.

The following screen will be displayed.

 

 

Depress the Edit button.  Enter in your password.   Check the Yes column at the far left for the checks you wish reprinted.  You have the option to change the Check number at this point in time if needed.

CANADIAN CHECK LAYOUT - This form would be used with Checks purchased from Litho-Quebec JGB Inc. See information below.

 

 

Item number to order from is: 402182

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 radio selections

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, select the Check Note button,  depress the Edit button, enter in your note, depress the Save button, then 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 may or maynot 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 Check is NOT against an Invoice user will need to assign a GL number to the record.

 

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 with or without populating the Invoice number.
If the Invoice you selected is already in a check batch, the following message will be displayed and user will have the option to continue or not.  If they choose to continue the invoice will be deleted/removed from the batch.

 

 

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.

Select the "Check Maintenance" tab and the following screen will be displayed. This tab is used to record a manual check, to void a check or to re-print a single check.

To get started, depress the Add button. Enter the appropriate password. Select a Bank from the list by depressing the down arrow next to the Bank field.

Select from among the following radio selections:

If the "Void an Issued Check" radio is selected, the user may void any un-cleared outstanding check.  If the check has been recorded as cleared or reconciled the following message will be displayed and check cannot be voided:

 

Enter 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:

Select "Yes" and the check will be voided by displaying a negative Check Amount, shown in the red box below.  NOTE:  The date will be reverted back to the original check date upon Save. 

 

Select the "Automatic Bank Deductions" tab and the following screen will be displayed. This tab is used to record a manual check, to void a check or to re-print a single check.

 

 

Depress the Add button.  Enter in your password.  Enter the original number of payments, the date of the first deduction then select the bank.  Enter the payment amount, the day of the month for the deduction and a description of the deduction.  
 

 

Depress the Add Item button.  Type in the Item Number, a description of the line item, the line item amount and the General Ledger number.

 

Depress the arrow next to the Find By field. 

Scroll up or down until the appropriate G/L range is found. 

Then depress the down arrow next to the Account Numbers field.  The following selection for the posting account will appear:

Select the account.  Depress the OK button. 

 

Editing a Automatic Bank Deduction

Closing an Automatic Bank Deduction

To close out an automatic bank deduction.  Highlight the pertinent deduction and depress the Close button. 



Type in your password.  Depress the Save button to save the changes, depress the Abandon Changes button to abandon the changes.

To view the deduction you’ve closed, click on the Closed radial and the screen view will update.

 

 

 

 

Depressing the Check Register tab will bring up the following screen:

To design the check register display and the applicable print out, depress the down arrow next to the Bank field. Select the pertinent bank.  The account number and account name will automatically fill in  .If you are interested in only one specific payee, depress the down arrow next to the Payee filed and select the desired payee.  If you want to view a specific date range, type in the Date Range From and To.  If you are interested in a range of check numbers, type in the first and the last check number into the Check Number Range fields.

Determine the Check status you desire by click on the appropriate radial:

Once you have all of the criteria selected, hit the Display button:

Once the display is showing on the screen, you may sort by Bank, Account Number, Check Number, Date, Payee or Status by clicking on the column header:  

To view the detail of any line item, click on the Detail column on the far right hand side.The following screen will display:

To further view any notes pertaining to the Check, depress the Check Note button.  To view any note specific to the individual line item, depress the Item Note button.  Hit Exit to return to the main screen.

To reset the selection criteria, depress the Reset Criteria button.  Then re-design the display.