Printing Multiple Checks

Use the Check Printing screen to set up a check run and print checks for approved payables. When you are planning a check print run, do the following:

• Select payables for which to write checks on dates that fall between a desired PayOn Start Date and a PayOn End Date.

• Generate a report that lists the checks to print so you can preview the check run before actually printing the checks.

• Print multiple checks or just a single check.

Before you begin, you can confirm the location where you are printing the checks.

To select payables for which to write checks:

1. From the A/P menu, select Print Checks to display the Print Checks screen.

2. In the PayOn Start Date field, enter the starting date for the check run. Payables selected for payment must have a pay on date that falls within the PayOn Start Date and the PayOn End Date.

3. In the PayOn End Date field, enter the ending date for the check run. Because most check runs are for a single payment date, the system populates the PayOn End Date with the date you entered in the PayOn Start Date field, although you can change the date.

4. In the Payable Branches field, enter the branch or territory for which you want to print checks. Enter All to print checks for all branches and territories.

5. In the Check Posting Date field, the system populates this field with the current date, which is the date on which the checks post to the general ledger.

Note: To override the date in the Check Posting Date field, you must have the AP.CHANGE.CHECK.POST.DATE authorization key, which allows access to change the post date of a check.

6. In the Bank Account field, do one of the following to select the bank account from which to print checks:

• If one bank account exists, confirm the name of the bank that the system displays.

• If more than one bank account exists, select from the list of bank accounts that displays.

7. In the Bank Account Branch field, do one of the following to select the bank account branch from which to print the checks:

• If one bank account branch exists, confirm the bank account branch that the system displays.

• If more than one bank account branch exists, press F10 and select from a list of bank account branches.

8. In the EFT Vendors field, press F10 and select one of the following to determine whether to include EFT (electronic funds transfer) enabled vendors:

• Include – Includes EFT vendors in the check run. This is the default.

• Exclude – Excludes EFT vendors in the check run.

• Only – Includes only EFT vendors in the check run.

Note: To use EFT numbers, you must set up your system to accommodate them. For more information see Sending EFT Transmissions. In addition, you need to set the CD.VOID.EFT authorization key to allow users to void checks that have already processed.

9. In the Next Check # field, confirm the number with which the system populates this field.

10. In the Next EFT Check # field, confirm the number with which the system populates this field.

Note: The system keeps track of your check numbers, either for printed or electronic checks, and selects the next consecutive check number after you enter the bank account from which to print checks, although you can change this number.

11. In the Zero Dollar Checks (Y/N/C) field, enter one of the following to determine whether or not to print checks with a zero amount:

12. Y – Creates a zero dollar check, clears the associated invoices, and either prints a paper check or places a record in the EFT staging file for transmission to a bank.

13. N – Does not create a zero dollar check. This is the default.

14. C – Creates a zero dollar check, clears the associated invoices, but does not print the check or create a staging record.

Note: Vendors who have the Vendor Requires Separate Checks field in Vendor Maintenance set to Y cannot print checks with a zero or negative amount. For more information, see Outsourcing A/P Checks.

12. To broaden or narrow the scope by which you select checks to print, use the Slct hot key to display the Additional Selection Input screen. For more information, see Refining the Selection for Printing Multiple Checks.

To generate a report to preview a check run:

1. After you have selected your payables, from the Print Checks screen, use the Preview hot key to display the Sort Selection screen.

2. Select one of the following:

• By Vendor By Invoice – Sorts the report first by vendor name and then by invoice number.

• By Ship From By Invoice – Sorts the report first by ship from information and then by invoice number.

• By Invoice Date By Invoice Amount – Sorts the report first by invoice date and then by invoice amount.

• By Vendor By Branch By Invoice – Sorts the report first by vendor, then by branch, then by invoice number.

3. The system generates a report listing the checks and amounts to print, and displays a prompt asking you to select one of the following:

• View – Sends a copy of the report to the Spooler, where you can view it on screen.

• Print – Sends a copy of the report to the printer and to the Spooler, where you can view it on screen and then print it.

To print multiple checks:

1. After you have previewed your check run, press Esc to return to the Print Checks screen.

2. Use the Print hot key to print the checks.

3. At the multiple currencies prompt, enter Y or N, depending on whether you want to print checks in multiple currencies.

Note: This prompt displays only if your system is set up for multiple currencies, and you have not defined the parameters for the Currency field on the Additional Selection Input screen.

4. At the ready to print checks prompt, enter Y.

5. At the check signature prompt, enter one of the following to determine whether to include a printed signature on the check:

• Y – Includes a printed signature.

• N – Does not include a printed signature.

Note: Before using the printed signature option, you must set the AP.SIGNATURE.PRINT authorization key.

The system displays the message: Selecting checks.

6. The system prints the first check and displays the Verify Form Alignment prompt, which allows you to check the form alignment, make adjustments if necessary, and then select from one of the following:

• Reprint – Reprints the same check and then displays the Verify Form Alignment prompt again.

• Continue – Continues the check run and prints all the remaining checks.

• Next – Prints the next check in the sequence and displays the Verify Form Alignment screen again.

• Abort – Cancels the check run, displays the printed check number, and asks whether you want the system to void the check. If you want to void the check, the system asks if you want to reuse the check number.

7. When you are finished, the system returns to the main menu.

How the System Determines Printer Location for Checks

When you print checks, the system determines the printer location in the following way:

See Also:

Print Check Run Workflow

Printing Single Checks Workflow

Sending EFT Transmissions

Outsourcing A/P Checks

Printing Checks Overview