Costpoint Online Help

Contents of the Print/Void Checks Screen

Use the fields and options to configure the Print/Void Checks screen.

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. After 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. The saved parameters are also useful and necessary when you want to run the process as part of a batch job. Many users save a unique set of parameters for each different way they run a report or process. When you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters automatically display as selection defaults. The page setup and print options, if there are any, are also included in the saved parameter ID. You can change any of the associated selection defaults as necessary.

Field Description
Parameter ID

Enter, or click to select, a parameter ID of up to 15 alphanumeric characters. Choose characters for your parameter ID that help identify the type of selections you made on the screen, such as PERIOD or QUARTERLY.

When you save your record, all the selections made on the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query.

You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display on the screen, you can override the defaults.

Description

Enter, or click to select, a parameter description of up to 30 alphanumeric characters.

Options

Select

Field Description
Print/Void

From the drop-down list, select a print or void process to run. Your selection here enables and/or disables other fields.

  • Print Test Check: This is the default.
  • Print Check
  • Print Non-Negotiable Copies: These copies are intended as file copies and you can print them on blank paper rather than check stock. The copies look essentially the same as a check but with NON-NEGOTIABLE printed across the signature block.
  • Void Checks: You cannot void checks for which S_STATUS_CD in the VEND_CHK table is set to C – Cleared.
  • Print/Email EFT Advices: If you select this option and you enabled Email EFT Advice or Print EFT Advice on the Manage Vendors screen, then an email is generated to the email address saved under the vendor record, or an EFT advice is printed, as applicable. If you enabled both the Email EFT Advice and Print EFT Advice options, then the EFT advice will be sent through email and printed simultaneously.

    If the application allows the sending of notifications to multiple valid email addresses, but the Manage Vendor screen’s Email Address field contains an invalid value or email address, then no notifications will be sent, even to the valid email addresses.

  • Void EFT Advices: You cannot void checks for which S_STATUS_CD in the VEND_CHK table is set to C – Cleared.  
  • Process Zero Balance Checks: A zero-balance check is a Costpoint-generated check that "pays" for vouchers which, when totaled, result in a net payment amount of 0.
Check Type

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

  • Preprinted Laser: Costpoint prints information in the third or lower section of the check, depending on your selection on the Check Settings screen.

    • If you select Address on the Configure Check Settings screen, Costpoint prints the address in this section of the check.

    • If you select Stub on the Configure Check Settings screen, Costpoint prints the voucher detail in this section of the check as an additional stub.

  • Blank Laser: Requires access to the E-13B MICR font. If necessary, see the appendix in your installation instructions titled "Installing the E13B-MICR Font" to install the font.
  • Z-Fold Laser Check: Also requires access to the E-13B MICR font.
  • British Laser
  • Canadian Preprinted Laser: Costpoint  prints the check using the date format set in the Date Field Indicators group box on the Configure Check Settings screen.
Note: The available check types are configured for US banks. You have the option to use your available check stock provided that they match the format that Costpoint prints.

See Printing A/P Checks for more information about check types.

Sort Checks By

From the drop-down list, select one of the following settings:

  • 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 in vendor group order.

    This option 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.

Allow Same Check Number Different Date

Select this check box to allow Costpoint to use the same check number but with a different check date.

Selection Ranges

Period to Post

Field Description
Fiscal Year

Enter, or click to select, the fiscal year in which to record the payment or void.

Period

Enter, or click to select, the period in which to record the payment or void.

Select By

Select the account type from which to pay the vouchers:

  • Cash Account: You must enter the cash Account and Organization.
  • Bank Abbreviation: You must enter the Bank Abbreviation for which to print checks.
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. You must assign this Company ID to an organization on the Manage Organization Elements screen or the Manage Organization Structures screen. Select the account/organization for the company here. This can help you keep several different divisions' accounting records in Costpoint. Use this feature carefully and print a sample check to ensure that the bank name is correct. You can also use the signature and logo functions with this feature.

Account

Enter, or click 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.

Organization

Enter, or click to select, 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 on the Manage Cash Accounts screen. The application prints checks only for those vouchers authorized for the Account/Organization combination you enter here.

Bank Abbreviation

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

Generate

Check 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.

Field Description
Check Date

Enter, or click to select, the date to print on checks and to record as the check print/void date. The current system date defaults in this field. Ordinarily, you 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 Costpoint records the payment. If you print non-negotiable copies, you must enter the date on which you issued the checks.

Starting Check

Enter, or click to select, the check number to print on the first check. When you complete the check printing process, Costpoint uses this check number to update the history tables and tables used to post cash disbursements, so this check number must be correct before you process this screen. If the history tables, which Costpoint uses to generate the check register, do not reflect the correct check numbers, your bank reconciliation will be difficult to complete.

Ending Check

Enter, or click to select, 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.

You can enter only nine digits in the Starting Check and Ending Check fields. If Costpoint 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 Costpoint-generated check that "pays" for vouchers which, when totaled, result in a net payment amount of "0." No check is printed, but the application records the check with a number in a given range established for zero-balance checks in the Manage Company Bank Accounts screen. These "zero-balance" checks are given a status of P.

Void Information

Field Description
Void Date

Enter, or click to select, the date for which to void checks in MM/DD/YYYY format.

Stop Payment

Select this check box to enter stop payment information 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.

More Options

This block consists of the following tabs:

  • Signature
  • Company Logo
  • Check Stub