Use this screen to automatically generate a run of checks using either
a laser or line printer, or to void checks that were previously entered
in the system. A check that is not in the system cannot be automatically
voided. The options available are "Print Test Check," "Print
Check," "Print Non-Negotiable Copies," "Void Checks,"
"Print EFT Advices," and "Void EFT Advices." The non-negotiable
copies 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. Only
those vouchers that have a status set to "Pay" and are approved,
either automatically by the system or by a valid approver in the Approve
Checks screen (Accounting\Transactions\Checks), will be included when
this screen is executed. See the A/P Settings screen (Administration\Configure\Accounting)
documentation for a more complete discussion of the approval limits. If
you choose the "Void Checks" option, the system will automatically
flag the check numbers you specify in the Check Information group box
as void, and the vouchers that they paid will be reinstated as open vouchers
in the Open A/P files.
If you are voiding the check because the voucher should never have been
paid, enter a negative, offsetting voucher in the Enter A/P Vouchers screen
(Accounting\Transactions\Vouchers)after
voiding. After posting the negative correcting voucher, you can then group
both the positive and negative vouchers to be "paid" on one
zero balance check. The system will auto-assign a check number that you
have reserved for zero balance checks via the Maintain
Company Bank Accounts screen. If you have not assigned a range of
check numbers, the system will default to the range of 000,900,000 to
000,999,999. These records will not be printed as real checks, but will
still be recorded as actual checks into check history and to open cash
disbursements to be posted as cleared items to the General Ledger.
Notes: 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. Only one
person at a time can use this screen; this prevents two users from trying
to print or void the same check number(s) at the same time.
Use this function whenever you are ready to pay a group of vouchers.
They must be selected, i.e., the status of the vouchers must be set to
"Pay," and the vouchers must be approved, either by the system
automatically or by a valid approver in the Approve Checks screen (Accounting\Transactions\Checks).
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
(Accounting\Transactions\Checks). You also can use this screen to record
the voiding of a check, or you can enter the voided check in the Check
subtask of the Enter A/P Vouchers screen (Accounting\Transactions\Vouchers).
Hint: When
you have successfully printed 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 gives you the opportunity
to review your printed checks before the system finalizes (records) the
check printing transaction. Selecting Cancel will cause Costpoint to behave
as if the checks had never been printed, the check numbers had never been
assigned, and the vouchers never paid. To record the checks, please remember
to post Cash Disbursements.
Note: 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.
Field Descriptions
Identification
Use the fields in this
block to create a new parameter ID or to retrieve a previously saved parameter
ID. A parameter
ID represents a set of screen selection parameters. Once
you have saved a parameter ID and its related parameters, you can retrieve
them using Query.
You can use the retrieved
parameters to produce reports and run processes more efficiently and with
greater consistency. Many
users save a unique set of parameters for each different way they run
a report or process. If
you select a previously saved parameter ID or parameter description, the
associated saved screen selection parameters will automatically display
as selection defaults. You
can change any of the associated selection defaults as necessary.
Enter,
or use Query to select, a parameter ID of up to 15 alphanumeric characters.
You should
choose characters for your parameter ID that help identify the type of
selections you made in the screen, such as “PERIOD” or “QUARTERLY.”
When you save your record,
all the selections made in the screen are stored with the parameter ID.
Later, you can retrieve the parameter using Query.
You can use the parameter
to produce reports and run processes more efficiently because you can
select the parameter ID with its previously defined screen selections.
Once the
default selections display in the screen, you can override the defaults
as necessary.
From the drop-down box, select the process you would like to run. The
valid choices are "Print Test Check," "Print Check,"
"Print Non-Negotiable Copies," "Void Checks," "Print
EFT Advices," and "Void EFT Advices," and "Process
Zero Balance Checks." "Print
Test Check" is the default value for this field. Changing this selection
will enable/disable access to other fields.
Select the format of the check to be printed. The valid choices displayed
in the drop-down box are "Preprinted Laser," "Continuous
Impact (Dot Matrix)," "Blank Laser," "Z-Fold Laser
Check," and "British Laser." The
"Blank Laser" and "Z-Fold Laser Check" options require
that the E-13B MICR font be installed. (See the appendix in your installation
instructions titled, "Installing the E13B-MICR Font," which
tells you how to install the E13B-MICR font.) This field is unavailable
if you selected either "Void Checks" or "Void EFT Advices"
in the Print/Void drop-down box.
Use this drop-down box to select how you want your checks sorted. Options
are: "Pay Vendor Name," "Pay Vendor ID," or "Vendor
Group." This field is not available if you are printing test checks,
non-negotiable copies, or voiding checks, because the order of the checks
was determined during the printing of the original checks.
Enter, or use Lookup to select, the currency code for the checks you
will print. The default code for this field is your company's functional
currency.
Select an option from the drop-down box.
You can select by either "Cash Account" or "Bank Abbreviation."
If you select "Cash Account" from
the Select By drop-down box, you
must enter the cash Account and
Organization. Enter the Bank Abbreviation if you selected "Bank
Abbreviation" from the Select By
drop-down box. The cash Account/Organization
selected must be valid. Only those vouchers assigned to the cash Account/Organization specified here
will be printed.
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 Company Taxable Entity
Information screen (Accounting\Configure\General Ledger). You must assign
this Company ID to an organization in the Maintain Org Elements screen
(Accounting\Maintain\Organizations)or
the Define Org Structures screen (Accounting\Maintain\Organizations).
The account/org for the company is selected here. This can help you keep
several different divisions' accounting records in Costpoint. Take care
when you use this feature, and print a sample check to ensure the bank
name is correct. You can also use the signature and logo functions with
this feature.
Select the fiscal year in which you would like to record the payment
or void. This field is not available if you selected "Print Non-Negotiable
Copies" in the Print/Void
drop-down box.
elect the period in which you would like to record the payment or void.
This field is not available if you selected "Print Non-Negotiable
Copies" in the Print/Void
drop-down box.
Select the subperiod in which you would like to record the payment or
void. This field is not available if you selected "Print Non-Negotiable
Copies" in the Print/Void
drop-down box.
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.
Specify the bank abbreviation for
which you want to print checks.
Generate
Check Information
Use the fields in this group box to provide information about the checks.
If you are printing checks, you must enter a Starting Check number. If
you are printing non-negotiable copies, you must enter a Starting
Check and Ending Check.
If you selected the "Void Checks" option, you must enter a Starting Check and Ending
Check.
The current system date defaults in this field. This is the date on
which the check is printed or voided. Ordinarily, you will not change
this; however, you can change the system date to a different date. Be
careful to match the check date with the period in which the payment is
recorded. If you are printing non-negotiable copies, you must enter the
date on which the checks were issued.
Enter the starting number of the check that will be printed first. The
history tables are updated as soon as the print checks routine is finished,
as well as the tables the system uses to post the cash disbursements,
so be careful to ensure that the check number is correct. If the History
tables, which are used to generate the check register, do not reflect
the correct check numbers, the bank reconciliation will be difficult to
complete.
The availability of this field depends on
which option is selected from the Select Print Option group box. It is
not available if you selected "Print Check" or "Print EFT
Advices." However, if you select "Print Non-Negotiable Copies,"
"Void Checks," or "Void EFT Advices," you must specify
the ending check number to be printed.
Note: You can enter only nine digits in
the Starting Check and Ending
Check fields. In addition, a preset number range should be reserved
for "zero balance" checks. A "zero balance" check
is a system-generated check that comes up with a "0" balance
when the amount(s) paid from all the vouchers on the check add up to "0."
No check is printed, but it is recorded with a number in a given range
that is determined in the Maintain Company Bank Accounts screen. These
"zero balance" checks are given a status of "P."
If you need to stop payment on a particular check, select this checkbox.
Enter the date on which the stop payment was placed in the Void
Date field. This checkbox is available only when you have selected
the "Void Checks" or "Void EFT Advices" print option.
