Process Payroll A/P Checks

Process Payroll A/P Checks allows you to automatically generate A/P checks for employee withholding amounts and employer fringes and taxes that will be paid through Payroll.  Deductions and fringes coded with a vendor payment method of C for checks or CN for non-printing checks will be processed and paid here.

 

Directions:

To open, click Payroll from the menu.  Then click Vendor Invoices and Checks and Process Payroll A/P Checks.

 

Process Payroll A/P Checks Window Example:

 

Process Payroll A/P Checks Prompts

 

Invoices Tab

Due on/Before

Today's date displays, but this can be changed to another date if desired.  Click Search to display all the invoices with due dates on or prior to the specified date that are for payroll check transactions that were created for deductions and fringes coded with a vendor payment method C or CN.

Changing Invoice Due Dates

If you need to change the due date for a single invoice, double-click the desired line and PR A/P Check Transaction Maintenance screen opens where the date can be edited.  Be sure to click Save to complete the change.

 

 

To change the due date for multiple invoices, click the checkbox on the rows to change and then click Update . The Update Invoices screen is displayed.  Enter the new due date and click Update .  

 

 

Prepare PR A/P Checks

After the invoices have been updated to the appropriate due dates, the checks must be prepared for the PR invoices to be paid.

Each invoice to be paid must be selected.  To select the invoices:

You can check the box on each desired row.

Or to check all visible rows, check Select All Applicable Checks to Prepare .

Or use the filters on the column headings to hide rows you do not wish to include and then select the check box in the header column to check all the visible rows.

After the invoices are selected, click Prepare Checks .

 

When it is complete, a copy of the Check Preparation report is displayed. A copy of the report is saved to Report History as well.

 

 

Print Checks

After the checks are prepared the Checks tab is opened, showing the checks to be printed and a total dollar amount of the checks to be printed. 

If all the prepared checks are correct, you are ready to print the checks.  Multiple checks for a vendor will be generated if invoices are set to be paid on separate checks and or if invoices have different remittance addresses assigned. 

Note:  If you discover after the checks are prepared that a check has been included that should not have been or vice versa, select Clear  to return to the Invoices tab so that you can prepare checks again.

 

 

Click Print Checks  and the following screen is displayed.

 

 

Check Date

Enter the date to print on the checks.

Beginning Check Number

Enter the check number of the first check to print.

Last Good Check Number (for restart)

If this is not a restart, leave this box unchecked.  If your check run stopped unexpectedly, perhaps during a printer jam, enter the check number of the last check that printed correctly.

Sort By

To determine order the checks should sort and print, click a choice in the list.

Sort Options:

  • 1.  Vendor Number - Prints the checks in vendor number order

  • 2. Vendor Name - Prints the checks alphabetically by vendor name

Check Message

To include an optional message on the checks, enter the text to include. (up to 30 characters).

 

To generate the checks, click Print or press [ENTER].

Keyboard shortcut:  [ALT + p]

Or, to print checks to the Print View window, click Print View .

Or to escape from the print routine, click Cancel .

Check Remittance

If the A/P Check Remittance Advice is active, and after the A/P Checks have printed, a prompt is displayed to notify you that the A/P Remittance will be printed and the total amount of the check for which the remits will be generated displays.  Click Ok to continue.

 

Next, the job format prompt displays where you can select the job for the A/P remittance document and select a printer to which to send the job.  Then, the remits will print and should be included with the corresponding A/P check.

Print Check Register

Use the Print Check Register step to generate a listing of the printed PR A/P checks.  The register can be run as many times as necessary.

Note:  A copy of the Check Register is saved in report history for a complete audit trail. To see a sample of the register, click here.

From Process PR A/P Checks, select Print Check Register and the following screen is displayed.

 

 

Register Report Writer

Review the Report Writer prompts and make changes to the sort, if applicable.

To send the report to the screen, click Print Preview .

Or to print the report, select Print .

A/P Checks Post

Use the Post A/P Checks function to post the payroll A/P checks that have been prepared and printed, to the appropriate files. 

From Process PR A/P Checks select Post Checks . The following screen is displayed.

 

G/L Period

Select the G/L period for which to create journal entries.

To begin, click Proceed.

 

A posting Summary is provided at the end of the Post.  This is saved to Report History as well.

After reviewing the summary, click Close and the Process Checks is ready for the next PR AP Process Checks run.