Help:AP1-Print Checks

Print A/P Checks

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This window titled Print A/P Checks controls the printing of the A/P checks.

Bank Account: Enter the number of the bank account on which these A/P checks will be written. This bank account number is set up in the Bank Account Manager. To view a list of the available Bank Accounts, press the drop down button to the right of this field. If the necessary Bank Account has not been set up in the system, then go to the Bank Account Manager and set up that bank account.

Beginning Check Number: Enter the first check number that will be used for printing these checks. The program will verify that this beginning check number only has not already been used by the selected bank account. Press the drop down button to the right of this field to view a list of the checks which have been posted on the system for the Bank Account designated in the previous field.

Warning: Please be aware that the system only verifies that the Beginning Check Number entered in this field has not been used in the selected bank account. It does not verify if check numbers beyond this Beginning Check Number have been used in the selected bank account. This means that the system can produce duplicate check numbers in a bank account if you are not careful in how you process checks in the system.

Check Date: Enter the date on which these checks will be payable. This is normally the day on which they are written, but some companies occasionally print checks a few days before they are actually to be paid. NOTE: Press the calendar to the right of this field to activate a pop-up calendar which can be used to select the date. Once a date has been selected, the up/down arrows to the right of this field can be used to move the date up or down one day at a time.

Posting Month/Year: The Posting Month/Year is automatically taken from the Check Date since all bank transactions must be accounted for on a calendar basis. You cannot edit this Posting Month/Year field.

Check Type: Select Laser if you print your checks on a laser printer or select Continuous if you print your checks on continuous check forms on a dot-matrix printer. To make your selection, simply point your mouse cursor to the appropriate radio button & left-click your mouse one time to select that type. NOTE: If you select Continuous, then another window titled Select Report File Name will appear. For additional information, please see Select Report File Name.

Check Grouping Flag: Enter the appropriate Check Grouping Flag in this field if you only want to print checks with a specific Check Grouping Flag. Leave this field blank if you want to ignore the Check Grouping Flag and print all checks.

[ Select Printer ] The MoverBiz System will automatically select the printer that is identified as the Windows Default printer on your computer. However, if you want to print these checks on a different printer, then you must use this button to select the other printer BEFORE you press the [Print Checks]. Press this button to open another window titled Print Setup on which you may select another printer. Please note that none of the other options available on that Print Setup window are functional. Only the Printer Name field is a functional field on the Print Setup window. Any changes to the Paper Size, Source, and/or Location options will not be recognized by our program.

[ Print Checks ] Verify that your checks are in the printer and that the printer is ready to print. Press this button to start printing the checks. NOTE: If you are printing continuous feed checks on a dot-matrix printer, try aligning the checks so that the top of the perforation between checks is aligned with the top of the printer ribbon. Please note that if this alignment does not work with your printer, then you must use the "trial and error" method to determine where the checks must be aligned in your specific printer.

[ Record Checks ] This button will become available after the checks have been printed. If all checks printed correctly, then press this button to record this information in the various files.

NOTE: The checks will first print to a Report Preview window for your visual review before the actual printing of the checks. Please be aware that if you close the Report Preview window without actually printing these checks, this [Record Checks] button will still be available.

Warning: NEVER SELECT THIS [RECORD CHECKS] BUTTON UNTIL YOU ARE CERTAIN THAT ALL CHECKS HAVE PRINTED CORRECTLY! There may be instances where you do not need to actually print a check. For instance, you may have an invoice in A/P which was paid with a hand-written check. In that instance, you would still need to process an A/P check to relieve the open payable in Accounts Payable and to record the hand-written check in your bank account. However, you would not need to print that check on an actual check form. In that instance, we recommend that you "print" the A/P check on plain paper for your records before you select this [Record Checks] button.

The following files will be updated when you [Record Checks]:

• A/P Invoice Detail Files (AP1D01& AP1D02)
• The A/P Checks Journal Files (AP1D03 & AP1D04)
• Invoice Payment History File (AP1D07)
• Vendor Master File (AP1D08)
• Vendor YTD Amounts Paid File (AP1D10)
• Bank Account Check Register (BM1D02)
• Batch Control File (GL1D09)
• General Ledger Detail History (GL1D04)
• General Ledger YTD Amounts (GL1D02)

[ Cancel ] Press this button to cancel this operation. NOTE: If you press this [Cancel] button AFTER you have already printed the checks, then a System Warning window will appear which says: "The checks have not been recorded in the system. Select "Yes" to record the checks. Select "No" to leave checks unrecorded." Select "Yes" or "No", as desired, and then press the [OK] button to accept your response. If you selected "No", then these checks will not be recorded in the various files and you must write VOID on these checks and re-print them.

Process: This is an informational field only. You cannot edit the information in this field.

Current Vendor: This is an informational field only. You cannot edit the information in this field.

Total Entries Added: This is an informational field only. You cannot edit the information in this field.

Total Checks: This is an informational field only. You cannot edit the information in this field.

Total Net Payable: This is an informational field only. You cannot edit the information in this field.

Batch Assigned: This is an informational field only. You cannot edit the information in this field.

Sequence: This is an informational field only. You cannot edit the information in this field.

Current Check: This is an informational field only. You cannot edit the information in this field.

Posting File: This is an informational field only. You cannot edit the information in this field.

[ OK ] This button will become available after the operation is complete. Press this button to close this window and return to the previous window.

[ Help ] Press this button (if available) or the F1 key to view the Help text for this window.