Check Preparation Instructions

Use the Check Preparation Instructions routine to prepare invoices to be paid.  During Check Preparation open invoices with a Released Status and a Due Date that fall within the date range you specify are prepared to be paid and have a check created as payment.  

Notes:  

• To view the invoices due to be paid before running the Check Preparation, print the Open Invoices Report for the same due date as the Check Preparation.  The totals on the Open Invoices Report should match the totals for the Check Preparation, if all invoices have a status of Released.

• Maintain a copy of the Check Preparation Report for a complete audit trail.

Directions:

To see directions for...

• Opening the Check Preparation Instructions Routine, click More.

   

  1.  Click Fund Accounting from the Menu Bar.

  2.  Click Daily Work.

  3.  Click Accounts Payable.

  4.  Click Check Preparation.
  
  Tip:  Or, use the keyboard shortcut:  [ALT] [u] [d] [a] [c].

   

  A/P Check Preparation Window Example:

  

   

   

• Choosing the Selections at the Prompt Window, click More.

   

  Check Preparation Instructions Prompts Tip:  To see more information about a field, click the hyperlink for the field name.
  Have you Released/Held all Open Invoices?	To indicate that you have released and held all applicable invoices, click to select the box. Note: You must select this option to begin the routine.
  Process Invoices due as of	Enter the Due Date for invoices to be included in the Check Preparation.  All released invoices with a due date on or before this date will be prepared to be paid.
  Vendors From	To limit the Check Preparation routine to a range of vendors with invoices, enter the beginning vendor number for the range. Tips: To include all vendors, leave blank. To search for a specific vendor, click Search.
  Vendors To	To limit the Check Preparation routine to a range of vendors with invoices, enter the ending vendor number for the range. Tips: To include all vendors, leave blank. To search for a specific vendor, click Search.
  Printer	Displays the default printer number.  For more information, see Printing Options.
  	To run the routine and generate the report, click Proceed or press [ENTER]. Keyboard shortcut: [ALT + p]
  	To escape from the routine: Click Cancel. Keyboard shortcut: [ALT + c] Or, click Close .

  Checks Already Prepared Message

  If there are checks already prepared and in the A/P Checks file, the following message displays:

  

   

  Check Preparation - Prepare Again Prompts Tip:  To see more information about a field, click the hyperlink for the field name.
  	To re-prepare the checks, click OK or press [ENTER].
  	Important: Do not proceed until you are certain that you should prepare the checks again.   1.  Print the Check Register again to see what checks are in the Checks file. 2.  If the checks from the last check run are on the register, then check the Post Payments Summary sheet from the last A/P Checks run to see if Post Complete is printed on it.  If Post Complete is not printed, then run the Post Payments routine again. a.  If the Post Payments routine completes this time and you see the printed message Post Complete you are ready to run the Check Preparation routine.   b.  If the post does not complete this time, record any messages that display and contact NDS Technical Support.
  	To escape from the routine: Click Cancel. Keyboard shortcut: [ALT + c] Or, click Close .

   

• Report Sample(s), click More.

   

  To see an example of the report, click Check Preparation Report Sample.