Use this screen to pay a group of vouchers and generate a run of checks using either a laser or line printer, or to void checks previously entered in the system. You can print checks, test checks, non-negotiable copies, and EFT advice slips; you can also void checks and EFT advice slips. The system pays selected vouchers; that is, the vouchers' status is set to "Pay" in one of the following Accounts Payable screens:
In addition, the system only pays vouchers that are approved, either by the system automatically or by a valid approver in the Approve Checks screen. See the A/P Settings screen documentation for a more complete discussion of approval settings.
You can use this screen to generate a check for just one voucher or for many. An alternative to printing a single check is to issue the check manually and record it in the system in the Record Manual Checks screen.
You can use this screen to print non-negotiable copies of checks, which are intended as file copies. You can print the document on blank paper instead of check stock; it looks essentially the same as the check, except that NON-NEGOTIABLE is printed across the signature block.
You can use Costpoint to automatically void checks; however, the system must contain records of the checks to void them. If you issued a check manually and now want to void it, you can record the check in the Record Manual Checks screen. You can then use this screen to void the check, or you can enter the voided check in the Check subtask of the Enter A/P Vouchers screen. If you choose to void checks, the system automatically flags the check numbers you specify in the Check Number Information group box as void and reinstates the vouchers that they paid as open vouchers in the Open A/P files.
When you void a check because the voucher should not have been paid, enter a negative, offsetting voucher in the Enter A/P Vouchers screen after voiding the check. Post the negative correcting voucher, then group both the positive and negative vouchers for payment on one zero-balance check. The system auto-assigns a check number reserved for zero-balance checks based on your setup in the Maintain Company Bank Accounts screen in Costpoint Cash Management. If you reserve no range of check numbers for zero-balance checks, the system defaults to the range of 000,900,000 to 000,999,999. The system does not print zero-balance checks, but records them as actual checks into check history and to open cash disbursements available for posting as cleared items to the General Ledger.
To void a check:
Ensure that you previously posted the cash disbursement for the original check to the G/L.
Void the check in this screen.
Post the cash disbursement.
Process other checks (either through this screen or via the Record Manual Checks screen).
Only one person at a time can use the Print/Void Checks screen; this prevents two users from trying to print or void the same check number(s) at the same time.
For more information about printing and voiding A/P checks and EFT advice slips, please see the Printing A/P Checks special topic in the Costpoint documentation.
Use this drop-down list to select a print or void process to run. Your selection here enables and/or disables other fields. You can choose to run one of the following processes:
Print Test Check
Print Check
Print Non-Negotiable Copies
Void Checks
Print EFT Advices
Void EFT Advices
If you select Void Checks or Void EFT Advices, the system prevents you from voiding checks for which S_STATUS_CD in the VEND_CHK table is set to “C’ – Cleared.
Enter the date for which to void checks in MM/DD/YYYY format. The system enables this field when you select Void Checks in this group box.
Select this check box to enter stop payment information into the system for a particular check. If you select this check box, enter the date on which you placed the stop payment order for the check in the Void Date field. This check box is available only when you select Void Checks or Void EFT Advices in this group box.
Use this drop-down list to select the type of checks to print. You can choose from the following check formats:
Preprinted Laser
Continuous Impact (Dot Matrix)
Blank Laser
Z-Fold Laser Check
British Laser
Canadian Preprinted Laser
The Blank Laser and Z-Fold Laser Check options require access to the E-13B MICR font to print checks of these types. If necessary, see the appendix in your installation instructions titled, "Installing the E13B-MICR Font" to install the font.
If you select Preprinted Laser, the system prints information in the 3rd or lower section of the check depending on your selection in A/P Settings. If you select Address in A/P Settings, the system prints the address in this section of the check. If you select Stub in A/P settings, the system prints the voucher detail in this section of the check as an additional stub.
This field is unavailable if you select Void Checks or Void EFT Advices in the Select Print Option drop-down list.
Use the fields in this group box to provide check date and numbering information. You must enter a Starting Check number to print checks. To print non-negotiable copies or void checks, you must enter a Starting Check and Ending Check.
Enter the date to print on checks and to record in the system as the check print/void date. The current system date defaults in this field. Ordinarily, you should accept the default setting here; however, you can change this date. If you enter a date other than the current system date, ensure that the Check Date is within the period for which the system records the payment. If you print non-negotiable copies, you must enter the date on which you issued the checks.
Enter the check number to print on the first check. When you complete the check printing process, the system uses this check number to update the history tables and tables used to post cash disbursements, so ensure that this check number is correct before processing this screen. If the history tables, which the system uses to generate the check register, do not reflect the correct check numbers, your bank reconciliation will be difficult to complete.
Enter the check number to print on the last check. This field is available when you select Print Non-Negotiable Copies, Void Checks, or Void EFT Advices from the Select Print Option group box.
The system enables this group box when you select Canadian Preprinted Laser in the Select Check Type drop-down list. Select the format in which to print the Check Date on your Canadian preprinted laser checks. You can select one of the following three format options:
MM-DD-YYYY
YYYY-MM-DD
DD-MM-YYYY
MM-DD-YYYY is the default selection. Your selection here overrides the Date Format setting in the Multicurrency module's Maintain Currencies screen.
Select this check box to print signature on the checks. This check box is available when you select Print Test Check or Print Checks in the Select Print Option group box. The signature block prints on preprinted and blank laser checks only.
Select this check box to print information on EFT advice slips concerning the bank from which the company makes EFT payments for A/P accounts and the bank of the party receiving the EFT payment. This check box is available when you select Print EFT Advices from the Select Print Option group box.
Use this group box to specify the fiscal year, period, and subperiod to which to post the vouchers payments or voided checks. This group box is unavailable if you select Print Non-Negotiable Copies in the Select Print Option group box.
Select the fiscal year in which to record the payment or void.
Select the period in which to record the payment or void.
Select the subperiod in which to record the payment or void.
Use the options in this group box to print checks in one of the following orders: Pay Vendor Name, Pay Vendor ID, or Vendor Group. This box is unavailable when you print test checks or non-negotiable copies, or when you void checks, because you determined the check order during the original check printing.
Select this option to print checks in pay vendor order.
Select this option to print checks in pay vendor name order.
Select this option to print checks vendor group order.
Enter, or use to select, the currency code for the checks you print. The default code for this field is your company's functional currency.
Select the account type from which to pay the vouchers. You can select by either Cash Account or Bank Abbreviation.
If you select Cash Account, you must enter the cash Account and Organization. If you select Bank Abbreviation, enter the Bank Abbreviation for which to print checks below.
Enter, or use to select, the cash account for which you want to print checks. The Account you enter here must be set up in a valid cash account/organization combination with the Organization you select below.
Specify the cash organization for which you want to print checks. The Account/Organization combination specified in this group box must be a valid cash account/organization combination set up in the Cash Accounts screen. The system prints checks only for those vouchers authorized for the Account/Organization combination you enter here.
Enter, or use to select, the abbreviation associated with the bank for which you want to print checks.
In each drop-down list, select information to print in the respective columns below each check. The system prints the voucher number in the first column by default, but you can select which information to print in the remaining columns. For columns 2-6, you can choose to print one of the following options:
(None) - not available for columns 2 or 3
Vendor ID
Invoice Number - not available for columns 4-6
Invoice Date
Invoice Amount
Amount Paid
Discount Taken
Net Amount Paid
PO Number
Retainage Rate
If you select Preprinted Laser or Continuous Impact (Dot Matrix) in Select Check Type, the fields in this group box are unavailable and default to the following options:
As Column 2 - Invoice Number
As Column 3 - Invoice Date
As Column 4 - Invoice Amount
As Column 5 - Discount Taken
As Column 6 - Net Amount Paid
For a detailed discussion and list of the various tables updated by Print/Void Checks, please see the Printing A/P Checks special topic in the Costpoint documentation.