Printing Multiple Checks

Use the Check Printing window to set up a check run and print checks for approved payables. When you are planning a check print run, you will need to 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 be printed so that you can preview the check run before actually printing the checks. Save the preview of the check run to your Hold file to use as a Check Register Report.

• Print multiple checks, a single check, or pay by credit card.

Before you begin, you can confirm the location where you are printing the checks. If you are using a multiple purpose printer, verify the forms loaded in the printer prior to starting the print checks process.

Additionally, to print an electronic signatures on the checks, you must be assigned the AP.SIGNATURE.PRINT authorization key and the Valid Signature Files For Checkscontrol maintenance record must have valid signature files loaded.

Note: Use the Valid Vendor Credit Card Typescontrol maintenance record to enter valid cards if you pay your vendors by credit card. For more information, see Paying Invoices by Credit Cards.

To select payables for which to write checks:

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

2. In the Pay On 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 Pay On Start Date and the Pay On End Date.

3. In the Pay On 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 Pay On End Date field with the date you entered in the Pay On 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 Account Information area, complete the fields, as needed. Required fields are marked with an asterisk.

   Field	Description
   Bank Account Branch	Enter a bank account branch or select the bank account branch that the system displays.
   Bank Account	Enter a bank account or select the bank account from which to print checks.
   EFT Vendors	Indicate whether to include EFT (Electronic Funds Transfer) enabled vendors. The default is Include. Note: To be able to use EFT numbers, you need to 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 been processed.
   Next Check Number	Confirm the number with which the system populates this field. Note: Check numbers have a maximum 15-character length.
   EFT Check Number	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.
   Zero Dollar Checks	Enter one of the following to determine whether or not to print checks with a zero amount: 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. N - Does not create a zero dollar check. This is the default. 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.

7. To broaden or narrow the scope by which you select checks to print, from the Selection menu, select Selection Criteria to display the Print Checks Selection Criteria window. For more information, see Refining the Selection for Printing Multiple Checks.

To preview a check run:

1. After you select your payables, in the Print Checks window, from the File menu, select Print Preview (to Hold File).

   The system displays the Generate Payables PDF box.

2. Select the Generate Payables PDF check box to enable the creation of a PDF document containing an collection of all document images associated with the payables items on a check preview report.

3. Select the Open PDF on Screen if you want to view the preview of the payables check report on screen.

Viewing on screen replaces printing the report. The PDF report may take longer to appear to the screen than the preview report, depending on how large it is.  

2. On the Sort Selection box, select one of the following:

3. The system generates a report listing the checks and amounts to be printed. If you chose to have payables print also, the check images are on the report. The report is on screen if you chose to display the report and not print it. From the report viewer you can send the report to the holdfile.

To print multiple checks:

1. After you have previewed your check run, close the Report Viewer window to return to the Print Checks window.

2. From the File menu, select Print to print checks.

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

Note: This prompt appears 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 window.

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

5. At the check signature prompt, indicate whether to include a printed signature on the check.

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 then 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:

7. Save your changes and exit the window.

How the System Determines Printer Location for Checks

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

See Also:

Sending EFT Transmissions

Outsourcing A/P Checks

Printing Checks Overview