AP08S2 Accounts Payable Post A/P Checks

Post A/P Checks

Application Overview

 

The Post A/P Checks application automatically updates the amount that your business has paid to a given vendor.  It will post the checks that have been printed in Print Checks application.

 

When performing a posting, the system prints a journal of all transactions that were posted.

 

Run Instructions

 

    Select Post A/P Checks from the pull down A/P Processing window.   The following screen will then be displayed:


The following options are available:


    • Enter the data requested on the screen

         To exit press the ESC or F10 key when the cursor is positioned for entry of the first field on the screen.

     

        To return to the menu bar, press the ESC or F10 key. To leave this application, press X for EXIT when positioned at the menu bar.

     


    Entry Field Descriptions

     

    Name

    Type and Description

    Do You Want To Post At This Time ?

    Y or N.

     

    Enter Y if you want to post checks or N to decline.

    Cash Account

    A standard account number in the standard account number format.

     

    Enter the G/L Cash Account Number where you want to post this transaction.

     

    You may press F1 to delineate all cash accounts, or press F7 to search by main account, and F8 to search by account description.

     













    Print A/P Checks

    Application Overview

     The Print A/P Checks function is where the check forms are loaded onto the printer and the checks are actually printed.

     Vendors with selected invoices totaling zero or less, that is vendors with more credits outstanding then payments due, will not have checks issued.  Those vendors whose selected invoices do not total more than zero will have all their invoices automatically unselected.  Zero or negative balance checks cannot be printed.

     Each check that is printed has a stub, which indicates to the vendor, which invoices are being paid and what part of the total check amount applies to each and how much discount is being taken.  Fifteen invoices can be indicated on a single check stub.  If all of the invoices being paid cannot be printed on a single check stub, then more than one check is used.  The last check is printed for the entire check amount and any previous checks, which have information on the stub, are voided.  For example, there are 40 invoices being paid for a single vendor.  Three checks will be used.  The first two checks will have 15 invoices indicated on the stubs, but the checks themselves will be void.  The third check will have 10 invoices indicated on the stub, and the check, itself, will be printed for the entire amount of the 40 invoices.

     The check-printing program is designed to handle most problems that can arise because of printer failures during the check run.  Some examples of things that can go wrong and suggested handlings are given in the Error Recovery Procedures section of the RUN INSTRUCTIONS.

     

    Printing Checks On Laser

     Checks may be printed on either standard (continuous) forms or laser forms.  To set the system to print checks on laser forms, set the Print Checks On Laser? field #34 in the A/P Setup application to Y.  For more information, refer to the description for field #34 in the A/P Setup section of this manual.

     Note:  Checks for amounts over $9,999,999.99 will not be handled correctly by this application.

     


    Run Instructions

     Select Print A/P Checks from the pull down A/P Processing window.  The following screen will then be displayed:

     

     

    Print A/P Checks Entry Screen


    The following options are available:

    • Enter the data requested on the screen
    • To exit press the ESC or F10 key when the cursor is positioned for entry of the first field on the screen

     To return to the menu bar, press the ESC or F10 key. To leave this application, press X for EXIT when positioned at the menu bar.


    ERROR RECOVERY PROCEDURES

     

    Printer Does Not Work At All

     

    PROBLEM #1:  You are printing checks and the paper gets jammed, but the program runs to completion.

     SOLUTION:  If the program has run to completion, the question Are The Checks Just Printed OK ? will be displayed on the screen.  Answer N.  You will then be asked to enter the range of check numbers, which were not okay.  The starting and ending check number fields will default to the numbers of the checks that the computer thinks have been printed.  Enter the range of checks, which are unusable.  All record of these checks will be removed from the files.  Now reprint checks for the range of vendors for whom you still need checks.

     

    PROBLEM #2:  The starting check number is entered incorrectly and this is not noticed until after the check run has started.

     SOLUTION:  Let the program run to completion, and answer N to Are The Checks Just Printed OK ?.  This will clear out all record of the checks having been written.  You can use the checks that were printed if you put blank paper on the printer and run checks again, or you can just reprint all of the checks and destroy the originals.

     

    PROBLEM #3:  The starting check number is entered incorrectly and as a result the computer thinks it is being asked to print a check whose number is already on file.  For example, say you entered 5400 as the starting check number when you should have entered 5500.  When the computer starts to print the checks it finds that check number 5400 is already on file.  The check run will be aborted automatically by the computer as soon as it realizes that this has happened, and you will get a message saying Check Run Aborted ‑ Check 005400 Already On File.

     SOLUTION:  When you press RETURN the computer will ask if the checks just printed were okay.  If the computer did not print any non‑void checks before the message was displayed, you can enter Y; but if one or more checks were printed, answer N.  If you answer N, you will be asked for the range of checks that were not okay.  This will default to the range of checks, which were actually printed.  Take the defaults since you will need to reprint all of the checks.  Then simply re‑do the check run using the correct starting check number.

     

    PROBLEM #4:  For some reason you have received checks with duplicate check numbers from the bank.  If you have tried to print checks, a problem similar to #3 will occur; the computer will tell you that the check run was aborted because a check number is already on file.

     SOLUTION:  Of course the correct solution is to get a new shipment of checks with the correct check numbers on them.  If you cannot do this, or are forced to use the incorrectly printed checks for the time being, then you will have to put an extra digit into the check number so that the computer will be able to print them without finding the check numbers on file.  For example, you might enter 105400 instead of 5400 for the starting check number.  This will result in 105400 showing up as the check number in Check Reconciliation and all other check reports, but at least you will be able to print checks.

     

    GENERAL NOTE:  One thing that you need to be careful of is that you do not end up with duplicate checks being sent out to a vendor.  When the computer prints two checks for the same vendor in the same check run because you have decided to reprint a range of checks, it assumes that the first one is void and records it that way.  (The check will appear on the check register as a void check), but you must make sure that the actual check is destroyed so that it will not be cashed.  It is recom­mended that if you are ever required to do any reprinting of checks that you take a look at the check register afterwards and make sure to destroy the check forms shown as void.

     

    Entry Field Descriptions

     

    Print Checks

     

    Name

    Type and Description

    Cash Account ?

    An account number in the standard account number format.

    Pressing the F1 key will default this field to All. This will only post checks for all accounts. It will print checks only for the default cash account defined in the A/P Setup application.

    This is useful if you have multiple cash accounts for which you print checks for and do not wish to post each time you print checks.

    Cash Account ? (continued)

    Pressing the F7 key will allow you to search for the account by number or pressing the F8 key will allow you to search for the account by description.  

    Enter the cash account that the checks printed will be drawn on.  This field is not entered unless multiple cash accounts are used.

    Print Alignment ?

    Y or N.

    If Y, a check will be printed with all X's to help you align the forms.  You can print as many of these as needed to get the form aligned.

    1.   Payment Date

    A date in the standard date format.

    Enter the date that payment is being made.

    2.   Check Date

    A date in the standard date format.

    Enter the date that checks are being issued.

    3.   Starting Check No

    6 numeric digits (999999).

    Look at the check forms on the printer and enter the check number of the next check form to be printed.

    4.   Starting Vendor No

    6 alphanumeric digits.

    Enter the first vendor for which you want checks to be printed.

    This field defaults to All for all vendors.

    5.   Ending Vendor No

    6 alphanumeric digits.

    Enter the last vendor for which you want checks printed.

    This field defaults to the starting vendor number to make it easy to print a check for a single vendor.

    Are The Checks Just Printed Ok ?

    Y or N. 

    If N, all record of the checks just printed will be erased.

    Note if you answer Y, you will not be allowed to reprint any or all of the checks.

    An example of when you would answer N is if you get to the end of the check run and find that the wrong starting check number was entered.  All of the checks printed okay, but now the system has the number wrong.  It thinks that check number 1000 was sent to vendor ABCABC when actually it was check number 2000.  This might result in duplicate check numbers being on file and incorrect check numbers in check reconciliation and on the check register.  In this case, you should answer N to this question, then reprint the checks using the correct starting check number.

    The default is N.

    Screens

     

     

    Print A/P Checks (Screen #1)


    Screens

     

    Print A/P Checks (Screen #2)

     

     

    Print A/P Checks (Screen #3)

    Screens

     

    Manual Check Register Report

    Application Overview

     

    The Manual Check Register Report shows, in check number order, all checks, which have been drawn on a particular cash account, or, optionally, all cash accounts from which checks have been drawn.  Keep a hard copy of each check register in a file for future reference.

     When the check register for computer checks is printed, any manual checks (from A/P Open Item Adjustment) and/or prepaid checks (from A/P Transaction Processing) that are drawn on the same cash account as the computer checks will appear on the register as well.  To avoid this, it is best to use a separate cash account for these or print the manual and prepaid check register before printing checks.  Then, when the computer check register is printed, it will not also include the manual checks.  Checks will only appear on one check register one time.  If you try to print the Manual check register twice in a row, you will find that it is blank the second time.

     

    Manual Payments

     Invoices that are fully or partially paid by manual payment transactions still unposted in the A/P Open Item Adjustment application cannot be selected for payment or deferred in Payment Preparation and Check Printing.  For this reason it is best to post manual adjustments before selection is done.

     

    Run Instructions

     

    Select Manual Check Register Report from the pull down A/P Reports window.  The following screen will then be displayed:

     

     

    Manual Check Register Entry Screen

     The following options are available:

    • After pressing RETURN key, enter the data requested on the screen.
    • To exit press the ESC or F10 key when the cursor is positioned for entry of the first field on the screen

     To return to the menu bar, press the ESC or F10 key. To leave this application, press X for EXIT when positioned at the menu bar.

    Entry Field Descriptions

     

    Name

    Type and Description

    Cash Account

    An account in the standard account number format.

    Pressing the F7 key will allow you to search for the account by number or pressing the F8 key will allow you to search for the account by description.

    Press the F1 key to print All cash accounts.

    Enter the cash account for which you want the check register.  If the same cash account is used for computer checks and manual checks, the manual checks will appear on the same register as computer checks, unless this register is run first to clear them off.

    The default is the default cash account.

    The cash account is only entered if multiple cash accounts are used.

    Screens

     


     

    Manual Check Register Report

     

     

     

     

                                     




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