Printing Single Checks

Use the Single Check Printing window to print a single check for one invoice or for multiple invoices for a designated vendor. You must have the AP.PREVIEW.PRINT.CHECK authorization key to print single checks through the A/P Preview Queue. To print an electronic signature on the check, 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.

Before you begin, 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.

For information about printing refund checks for customers or to make one-time payments, see Printing Customer Refund Checks or Making One-Time Payments.

To print a single check:

1. From the A/P menu, select A/P Preview Queue to display the A/P Preview Queue window.

2. Populate this window using the procedure for selecting payables for which to write checks.

3. Select the invoice you for which you want to print a check.

4. From the File menu, select Print Check to display the Single Check printing window.

5. At the Include all approved on this check? do one of the following:

• Click Yes to print a check for all payables for that vendor.

• Click No to print a check for only the selected payable for that vendor.

Note: If the vendor has been set up to be paid by credit card, see Paying Invoices by Credit Cards to complete the payment.

Note: If the vendor has the Vendor Requires Separate Checks field in Vendor Maintenance set to Yes, cannot print checks with a zero or negative amount. For more information, see Outsourcing A/P Checks.

6. Use the Single Check Printing window to define the check parameters.

   Field	Description
   Vendor	(View Only) Automatically populated by customer based on the payable selected.
   Amount	(View Only) Automatically populated by customer based on the payable selected.
   Check Posting Date	The system populates this field with the current date. To override the information 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.
   Bank Account Branch	Select from a list of bank branches. If only one branch exists, the system enters that branch. This is the branch that is paying the amount.
   Bank Account	Select an account name to specify which account the system should subtract funds from for the check payment. If your company has only one bank account, the system enters that account name.
   Next Check Number	Confirm that the check number is correct. If it is not, change it to the correct number. Note: Check numbers have a maximum 15-character length.
   Next EFT Check Number	one of the following occurs: If the vendor is set up to receive payment using electronic funds transfers (EFT), this field displays a system-generated number. When you click Print, the check information is sent to the EFT Staging file for transmission to the bank. If the vendor is not set up to receive payment using EFT, this field is left blank. When you click Print, the system prints a paper check for the vendor. For more information, see Sending EFT Transmissions.
   Print Paper Check	the system populates the field based on the EFT status for the vendor: Selected - The vendor is set up to receive EFT payments. If the vendor is set up to receive EFT payments, you can select this field to override the EFT status and print a paper check. Deselected - The vendor is not set up to receive EFT payments. If the vendor is not set up to receive EFT payments, but their Vendor record contains all the necessary ACH information, you can select this check box to override the EFT status and print a paper check. If the vendor is not set up to receive EFT payments and there is no ACH information in their Vendor record, then you cannot select this check box to override the EFT status and print a paper check.

7. Click Print to print the check.

8. At the AP Print Check Signature prompt, click Yes to include a printed signature on the check:

Note: You must be assigned the AP.SIGNATURE.PRINT authorization key to print electronic signatures and the the Valid Signature Files For Checkscontrol maintenance record must have valid signature files loaded.

9. At the prompt asking you to verify that the check printed correctly, select from one of the following options:

• Reprint - Reprints the same check and the displays the Single Check Printing window again.

• Void - Voids the check. If you select Yes, the system asks if you want to reuse the check number.

How the System Determines Printer Location for Checks

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

See Also:

Printing Multiple Checks

Sending EFT Transmissions

Printing Checks in Foreign Currencies

Outsourcing A/P Checks

Printing Checks Overview