Printing Single Checks

Use the Single Check Printing screen to print a single check for one invoice or for multiple invoices for a designated vendor. Before you begin, confirm the location to where you are printing the check.

For information about printing refund checks for customers or to make one-time payments, see Printing Refund Checks for Customers or Making One-Time Payments.

To print a single check:

1. From the A/P menu, select A/P Preview Queue to display the A/P Preview Queue screen.

2. Populate this screen using the procedure for selecting payables for which to write checks.

3. Select the invoice for which you want to print a check.

4. Use the Prt Check hot key to display the Single Check printing screen.

Note: You must be assigned the AP.PREVIEW.PRINT.CHECK authorization key to use the Prt Check hot key.

5. At the prompt, enter one of the following to determine the payables for which you want to print a check:

• Y – Prints a check for all payables for that vendor.

• N – Prints a check for only the selected payable for that vendor.

6. If the Vendor Requires Separate Checks (Y/N) field in the Vendor Maintenance screen for the selected vendor is set to Y, the system displays the following message: "ABC Company is Flagged for Separate Check Printing. Do you want to include all invoices on one check?"

Enter one of the following:

• Y – Populates the Vendor and Chk Amt fields with the data from the invoice.

• N – Places the cursor in the Check Posting Date field.

Note: Vendors who have the Vendor Requires Separate Checks field in Vendor Maintenance set to Y cannot print checks with a zero or negative amount. For more information, see Outsourcing A/P Checks.

7. In the Check Posting Date field, enter the correct date on which to post this check to the general ledger.

To override the information in the Check Posting Date field, you must be assigned the AP.CHANGE.CHECK.POST.DATE authorization key, which allows access to change the post date of a check.

8. In the Bank Account Branch field, press F10 to select from a list of bank branches. If only one branch exists, the system enters that branch.

9. In the Bank Account field, one of the following occurs:

• If your company has only one bank account, the system enters that account name.

• If your company has multiple bank accounts, select an account name from the list.

10. In the Next Check # field, confirm that the number is correct. If it is not, change it to the correct number.

11. In the Next EFT Check # field, one of the following occurs:

• If the vendor is set up to receive payment via EFT, this field displays a system-generated number. When you use the Print hot key, the check information is sent to the EFT Staging file for transmission to the bank.

• If the vendor is not set up to receive payment via EFT, this field displays a system-generated number. When you use the Print hot key, the system prints a check for the vendor.

Note: For more information, see Sending EFT Transmissions.

12. In the Print Paper Check field, the system populates the field based on the EFT status for the vendor:

• Y – The vendor is set up to receive EFT payments.

• • If the vendor is set up to receive EFT payments, you can enter Y in this field to override the EFT status and print a paper check.

• N – The vendor is not set up to receive EFT payments.

• • If the vendor is not set up to receive EFT payments, but their information in vendor maintenance contains all the necessary ACH information, you can enter Y in this field to override the EFT status and print a paper check.

  • If the vendor is not set up to receive EFT payments and there is no ACH information in their vendor maintenance record, then you cannot enter Y to override the EFT status and print a paper check.

13. Use the Print hot key to print the check.

14. At the AP Print Check Signature prompt, enter one of the following to determine whether to include a printed signature on the check:

• Y – Includes a printed signature.

• N – Does not include a printed signature.

Note: Before using the printed signature option, you must set the AP.SIGNATURE.PRINT authorization key.

15. At the prompt asking you to verify that the check printed correctly, select one of the following:

• Reprint the same check and display the Single Check printing screen again.

• Continue the check run and print the check.

• For a check run of more than one check, print the Next check and display the Single Check printing screen again.

• Abort the check run. The system displays the printed check number and asks whether to

• Void the check. If you indicate Y, the system asks if you want to reuse the check number.

How the System Determines Printer Location for Checks

When you print checks, the system determines the printer location in the following way:

See Also:

Printing Multiple Checks

Print Check Run Workflow

Sending EFT Transmissions

Outsourcing A/P Checks

Printing Checks Overview