Outsourcing A/P Checks and Defining Check Information for Vendors

Set up parameters for a vendor for outsourcing accounts payable checks. These parameters determine when and under what circumstances a vendor gets a check from the bank. You also use the Check Information field to set the standard check information for a vendor.

Outsourcing checks through the bank requires the following setup in Eclipse:

Define information in the Minimum Check Disbursement Amount control maintenance records:

Define vendor check information on the Vendor Maintenance Check Information screen.

Run the Print Checks program in Accounts Payable to construct a check information file to send to the bank.
Run the EFT Transmission program in Accounts Payable to electronically send the file to the bank.

To outsource A/P checks and to define check information for a vendor:

From the Files menu, select Vendor to display the Vendor Maintenance screen.
In the Vendor/New field, enter the vendor ID to display the vendor record.
Use the Add'l Data hot key, then use the Check Info hot key to display the Check Information screen.
In the Vendor Requires Separate Checks (Y/N) field, enter one of the following to determine the result when running the Print Checks program:

Y – Prints a check for each payable. You cannot print negative or zero value checks with this setting.
N – Prints a single check that includes the total amount payable.

In the Is This a Generic Vendor (Y/N) field, enter Y to indicate that this vendor is used for creating customer refund checks or other one-time payments.

For more information about generic vendors, see Creating Vendors for Customer Refunds and Other One-Type Payaments

In the Minimum Check Amount field, enter the lowest amount you will pay on one check to this vendor.

A setting in this field overrides the setting in the Minimum Check Disbursement Amount control maintenance record. If you enter zero (0) in this field, the system uses the value entered in the control maintenance record.

In the Maximum Days Since Posted field, enter a number for maximum days since approved posted for a vendor.

Note: The Minimum Check Amount and Maximum Days Since Posted fields work together. An entry is expected in both fields when setting this parameter at the vendor and control maintenance levels.

In the Pull Code field, enter one of the following options to determine how checks are sent:

E – Mails checks in a single UPS envelope, unfolded and un-stuffed, via UPS for delivery the next day to an address, for example, to your Accounts Payable department.
D – Mails checks via first class domestic mail to the vendor address.
Z – Mails checks via first class foreign mail to the vendor address.
R – Sends checks in envelopes from your company, including other required documents.

In the Payment via EFT (Y/N) field, enter one of the following:

Y – Sends the vendor payment via electronic funds transfer when the payment is included in a check run from the Print Checks screen. Check information for this vendor then goes to an EFT Staging file and the funds are transmitted using the EFT Transmission Release program.
N – Sends the vendor a printed check when payment is included in a check run from the Print Checks screen. This setting makes remaining fields on this screen inaccessible.

To print a check for a vendor from the ...	and that vendor ...	then ...
A/P Entry screen	is flagged to receive payment via EFT	the system prompts to generate the check via EFT.
A/P Preview Queue screen	is flagged to receive payment via EFT	the Next EFT Check # field on the Single Check Printing screen displays an Eclipse-generated number. When you use the Print hot key on that screen, the system sends the check information to the EFT Staging file for transmission to the outsourcing bank.
A/P Preview Queue screen	is not flagged to receive payment via EFT	the Next Check # field on the Single Check Printing screen displays an Eclipse-generated number. When you use the Print hot key at that screen, the system prints a check for the vendor.

In the Payment Transfer Method field, enter one of the following to determine how to pay this vendor:

Check – The bank will send the vendor a check. Renders the remaining fields on this screen inaccessible.
ACH – The bank will transfer funds electronically by ACH (Automated Clearing House).

Use the ACH method to make a corporate payment (CCD) or a consumer/payroll payment (PPD).

In the ACH Format field, press F10 and select the ACH format. ACH formats are defined in the Valid ACH Formats control maintenance record.
In the ACH Vendor Routing Transit # field, enter the nine-digit American Banking Association number of the vendor's bank.
In the ACH Vendor Account # field, enter the vendor's ACH account number.
In the ACH Vendor Account Type field, enter the type of account in which to deposit the payment:

Checking
Savings

Press Esc to save the settings and exit the screen.