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You are here: Accounts Payable > AP Processing > AP Print Checks
AP Print Checks
Function
Print Accounts Payable checks.
Things You Should Know
If checks jam in the printer:
Operating Instructions
Begin by putting checks in the printer and aligning them as instructed.
GL Code: The GL Code reflected in the Tools, Organization, Default GL Codes screen will be displayed. If checks are to be issued from a different bank account, click on the combo box arrow and choose a GL Code from the list.
Posting Period: This field will default to the month containing the selected check date and cannot be edited.
Next Available Check Number: This displays the next available check number based on the last check number used in the system.
Check Date: Enter the date you want to be printed on the checks, or select the calendar combo box to select the date.
Starting Check Number: Enter the beginning check number.
Alpha Order or Voucher # Order: Choose the order in which you want the checks printed. The default is Alpha Order.
You can have the checks printed in alphabetical order which will combine all vouchers to the same vendor on one check or print in voucher number order which will print a check for each voucher.
Include DBA: If there is a DBA setup in the vendor file and it is to be included on the AP Check, put a check in the box.
Check Formats: The check format will default to the format selected under Tools/Organization/Default GL Codes. If a default has not been selected, choose one of the following: 11" Stub-Check-Stub (laser), 11" Z-fold Self Mailer (laser-preprinted date, amount and check number) or Window Envelope.
Print: Click the print button to print checks to the screen. You will get a message telling you the check date that is entered and asking if you want to continue. To send the print job to the printer, click the printer icon. Click on the small x in the upper right hand corner after all checks have printed. The Print Checks screen will display with the option to Save Check Run or to Exit.
Save Check Run: This selection is available after checks have printed. Click on this selection to save the check run just created.
Note: If a check run includes both direct deposit and live checks, the check run cannot be saved if the direct deposit file has not been created.
Print Accounts Payable checks.
Things You Should Know
If checks jam in the printer:
- Exit by clicking the small x in the upper right hand corner. The Print Checks screen will be displayed.
- Do not Save Check Run, instead click on the Exit button.
- The screen will prompt the question "The checks you created have not been saved. Do you want to save at this time?" Click on No
- Select A/P Processing, Print Checks
- If you need to re-print ALL checks, click on Delete All Check Numbers.
- If you do not need to re-print all checks, enter the last good check number that printed before the checks were jammed. Enter the new check number that you will begin printing on. Click on Re-Print. Note: When re-printing checks, the system will use the check date as originally entered.
- If there are more than six vouchers per vendor that were selected for payment, the additional voucher information will print after you close out of printing checks. You should remove the checks from the printer, put in blank paper and print the additional stub information.
- When check printing is complete, all checks are correct, and you have clicked on Save Check Run, this CD batch will automatically be updated in the Accounts Payable file.
- If checks have been printed and the check run has been saved and something is wrong with them, they need to be voided under the Void AP Check section so that the vouchers will once again show as outstanding on the accounts payable analysis.
- The first two lines of description will be printed on the stub.
- When printing AP checks if one of the requested check numbers has previously been used, you will receive a list of the check number(s) and batch numbers(s).
Operating Instructions
Begin by putting checks in the printer and aligning them as instructed.
GL Code: The GL Code reflected in the Tools, Organization, Default GL Codes screen will be displayed. If checks are to be issued from a different bank account, click on the combo box arrow and choose a GL Code from the list.
Posting Period: This field will default to the month containing the selected check date and cannot be edited.
Next Available Check Number: This displays the next available check number based on the last check number used in the system.
Check Date: Enter the date you want to be printed on the checks, or select the calendar combo box to select the date.
Starting Check Number: Enter the beginning check number.
Alpha Order or Voucher # Order: Choose the order in which you want the checks printed. The default is Alpha Order.
You can have the checks printed in alphabetical order which will combine all vouchers to the same vendor on one check or print in voucher number order which will print a check for each voucher.
Include DBA: If there is a DBA setup in the vendor file and it is to be included on the AP Check, put a check in the box.
Check Formats: The check format will default to the format selected under Tools/Organization/Default GL Codes. If a default has not been selected, choose one of the following: 11" Stub-Check-Stub (laser), 11" Z-fold Self Mailer (laser-preprinted date, amount and check number) or Window Envelope.
Print: Click the print button to print checks to the screen. You will get a message telling you the check date that is entered and asking if you want to continue. To send the print job to the printer, click the printer icon. Click on the small x in the upper right hand corner after all checks have printed. The Print Checks screen will display with the option to Save Check Run or to Exit.
Save Check Run: This selection is available after checks have printed. Click on this selection to save the check run just created.
Note: If a check run includes both direct deposit and live checks, the check run cannot be saved if the direct deposit file has not been created.