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You are here: Payroll > Processing > Print Payroll Checks
Print Payroll Checks
Function
Print payroll 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.
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. This defaults to your current calendar date.
Starting Check Number: Enter the beginning check number.
Sort By: Choose Alpha, Dept, Site or Code for check printing order.
Include SSN: Check this box if you wish to have the employee’s Social Security number printed on their stub.
Include Salary: Check this box if you wish to have the employee’s salary printed on their stub.
Include Tax Data: Check this box if you wish to have the employee’s tax data printed on their stub.
Include Agency Phone: Check this box if you want the agency’s phone number printed on the check stub.
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.
Payroll Check Stub Message: If you wish to have a short message appear on the paystubs, enter it here.
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. Answer Yes or No. Once the checks appear on the screen, 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. You will receive a message asking you to confirm that the checks have been printed. After answering Yes or No to this, the Print Checks screen will display with the option to Save Check Run. If you have encountered a problem and are not ready to save the check run, click on the X in the upper right corner of the Print Payroll Check screen to exit without saving.
Save: This selection is available after checks have printed. Click on this selection to save the check run just created. You will receive the message “Do you want to save current payroll and update employee files?” Answer Yes if you have confirmed the paychecks are correct as printed. Answer No if you need to start over for any reason.
Print Copy with Check #: This option gives you the ability to re-print the checks with the check number included on the stubs for your records. Note: This option is only available until you prepare and post the payroll journal entry.
Print payroll 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 small X in the upper right hand corner to Exit.
- The screen will prompt the question “The payroll has not been saved. Do you want to save it now?” Click on No
- Select 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 jammed. Enter the new check number that you wish to begin printing on. Click on Re-Print. Note: When re-printing checks the system will use the check date as originally entered.
Note: When selecting the 11” Stub-Check-Stub format, if you have a split payroll at the end of your fiscal year and salary increases were given to employees as of the beginning of the new fiscal year, the current rate and hours will be reflected under Rate on the top section of the stub and Reg and OT hours at the bottom. The hours and rate of the old fiscal year will be reflected in the Rate2 section.
- When printing payroll checks if one of the check numbers has previously been used, you will receive a message that it has been used in a previous payroll.
- Deductions are sorted by the current dollar amount withheld and will print in this order. If adequate space is not available, deductions not having a current amount will not be printed.
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.
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. This defaults to your current calendar date.
Starting Check Number: Enter the beginning check number.
Sort By: Choose Alpha, Dept, Site or Code for check printing order.
Include SSN: Check this box if you wish to have the employee’s Social Security number printed on their stub.
Include Salary: Check this box if you wish to have the employee’s salary printed on their stub.
Include Tax Data: Check this box if you wish to have the employee’s tax data printed on their stub.
Include Agency Phone: Check this box if you want the agency’s phone number printed on the check stub.
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.
Payroll Check Stub Message: If you wish to have a short message appear on the paystubs, enter it here.
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. Answer Yes or No. Once the checks appear on the screen, 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. You will receive a message asking you to confirm that the checks have been printed. After answering Yes or No to this, the Print Checks screen will display with the option to Save Check Run. If you have encountered a problem and are not ready to save the check run, click on the X in the upper right corner of the Print Payroll Check screen to exit without saving.
Save: This selection is available after checks have printed. Click on this selection to save the check run just created. You will receive the message “Do you want to save current payroll and update employee files?” Answer Yes if you have confirmed the paychecks are correct as printed. Answer No if you need to start over for any reason.
Print Copy with Check #: This option gives you the ability to re-print the checks with the check number included on the stubs for your records. Note: This option is only available until you prepare and post the payroll journal entry.