PRINT/VOID CHECKS

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.

When you successfully print checks, the system displays this screen message: "Press OK to record Checks into Check History and unposted Cash Disbursements. Press Cancel to halt the Print/Void Checks process." This allows you to review your printed checks before the system finalizes (records) the check printing transaction. To complete the check printing process, press OK, then process Post Cash Disbursements. Selecting Cancel prevents Costpoint from recording the check printing in the appropriate system tables, as if no checks were printed, no check numbers were assigned, and no vouchers were paid.

You must have compatible forms before attempting to print checks and/or deposit advices. It is important that you order forms in time to receive and test them before attempting to print "live" checks and/or deposit advices.

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.

If you void a check and post the cash disbursements to a period that is later than the period in which the original check was posted, Costpoint's cash basis billing functionality in Costpoint Billing does not take this into account. The system does not update the Cash Basis Billing table with void information after a transaction is identified as billable. If you have changed a vendor's name in the Maintain Vendors screen, this screen uses the new vendor name. For more information about changing a vendor's name, see the Maintain Vendors screen documentation. For more information about voiding checks, see the Unusable Checks/Voided Checks special topic in the Costpoint documentation.

To void a check:

  1. Ensure that you previously posted the cash disbursement for the original check to the G/L.

  2. Void the check in this screen.

  3. Post the cash disbursement.

  4. Process other checks (either through this screen or via the Record Manual Checks screen).

Warning:  If you do not post cash disbursements between each check/void transaction for a specific voucher, the system may incorrectly update the voucher status in the A/P tables. If this happens, the following could occur: the system may prevent you from selecting the voucher for payment, or the system may allow you to select the voucher for payment after you have paid it. In addition, the system may not post all of the components of the transaction to the General Ledger.

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.

Select Print Option

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:

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.  

Void Date

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.

Stop Payment

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.

Select Check Type

Use this drop-down list to select the type of checks to print. You can choose from the following check formats:

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.

The Printing A/P Checks special topic in the Costpoint documentation contains supplemental information about check types. For more information about vendors who supply compatible forms for paychecks and EFT advice slips, go to the Deltek Web site, www.deltek.com, and select Find a Partner from the Partners drop-down list. In Partner Type, select the Forms Vendor option to view a current list of vendors who supply forms compatible with Costpoint.

Check Number Information

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.

Check Date

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.

Starting Check

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.

Ending Check

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.

Note: You can enter only nine digits in the Starting Check and Ending Check fields. If the system encounters a zero-balance check during the check printing process, it assigns that check a number from a preset number range reserved for zero-balance checks, instead of a check number in the sequence you establish in the Check Number Information group box. A zero-balance check is a system-generated check that "pays" for vouchers which, when totalled, result in a net payment amount of "0." No check is printed, but the system records the check with a number in a given range established for zero-balance checks in the Maintain Company Bank Accounts screen. These "zero-balance" checks are given a status of "P."

Date Field Indicators

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 is the default selection. Your selection here overrides the Date Format setting in the Multicurrency module's Maintain Currencies screen.

Print Signature on Check

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.

Note: The signature and the company logo are bitmap files (a file name with the extension .bmp at the end of it) that you store on a floppy disc. You must insert the disc into your computer's A:\ drive before beginning the print process. The file names of these bitmap files should be standardized to "LOGO.BMP" and "SIG.BMP." If you begin printing the checks without inserting the disc, the system displays a message indicating that the signature and/or logo cannot be located. The signature and logo are kept on a separate disc for security reasons, and it is your responsibility to determine who controls the use of that disc. The logo prints on blank laser checks only. For more information about signature and company logo settings that affect printing A/P checks, please see the A/P Settings topic in the Costpoint documentation.

Print Bank Info on EFT

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.

Period to Post

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.

Fiscal Year

Select the fiscal year in which to record the payment or void.

Period

Select the period in which to record the payment or void.

Subperiod

Select the subperiod in which to record the payment or void.

Sort Check By

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.

Pay Vendor ID

Select this option to print checks in pay vendor order.

Pay Vendor Name

Select this option to print checks in pay vendor name order.

Vendor Group

Select this option to print checks vendor group order.

Pay Currency Code

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

Select By

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.

Note: If you use blank laser checks, you can print a different company name and address (in addition to printing different banks and bank account numbers) on the same blank check stock. The company must have a valid Company ID from the Set Up Company screen in the Costpoint Others domain. You must assign this Company ID to an organization in the Maintain Org Elements screen or the G/L Define Org Structures screen in Costpoint General Ledger. The account/org for the company is selected here. This can help you keep several different divisions' accounting records in Costpoint. Use this feature carefully, and print a sample check to ensure the bank name is correct. You can also use the signature and logo functions with this feature.

Account

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.

Organization

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.

Bank Abbreviation

Enter, or use to select, the abbreviation associated with the bank for which you want to print checks.

Include

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:

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:

Table Information

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.