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Creating the Check Register is the first step in printing computer checks or posting manual or void checks to the check reconciliation files. Only invoices that have been updated and have an Open status are included on the check register.
The system will not select any invoices for payment with a Check Type of Hold. You must change the type to Regular, Single, or Pay for the invoice to be included with the check register process.
Only invoices that meet the following criteria are selected for payment and will be included in the check register:
Open status invoices, which are any type except Hold.
Invoice due date must be less than or equal to the maximum due date entered on the check register parameters.
Batch numbers must fall within the range of batch numbers entered on the check register parameters.
The Check Register process does not initially update accounting. A temporary work file is created that is used to produce the reports, the printed checks, and the update.
If you make changes to invoices that are included in a check register but have not been updated, the check register must be recreated to update the records in the temporary work file.
The Check Register process can be run:
Once a day, week or month, processing all the batches of invoices that you have updated throughout the day, week or month.
It can be run for a single updated batch of invoices.
It can be run for all manual or void invoices in a batch.
Initially, for each cash account from which you issue checks, you will need to know the beginning check number you wish to use before you begin. Thereafter, the system remembers the last check number issued and displays the next check number available.
Menu Path: Financial Mngmnt / A/P / Check Proc.
From the Check Processing Options screen, click the Chk Regstr button. The Accounting Update screen opens.
In the Batch Range Selection frame, select the Cash Account used during the invoice entry process.
In the Cash Account EEL, begin typing the bank cash account code. A list appears as you begin to type. Select the code from the list.
Click the Cash Account button. The Bank Cash Accounts List screen opens:
From the Available Cash Accounts list, highlight the code you want to use.
Click the Select button.
Enter the Max. Due Date. Today’s date is the default.
This date is used to select the invoices to be paid. Only Open status invoices with a Due Date equal to or earlier than this date are selected. Invoice with a Due Date later than this date, are not selected for payment.
Enter a low and high invoice Batch Range.
Only Open status invoices with a Batch Number within this Batch Range are selected.
In the Check Printing Setup frame, if necessary, enter the Next Computer Check #. You will only need to enter this the first time you select a cash account. Thereafter, the system tracks the check numbers and automatically display the next appropriate check number.
Always verify the check number before beginning the check register process.
Enter the date you want to print on the checks in the Date to Appear on Check field. Today’s date is the default.
Manual and Void checks do not use this field since the Due Date has been recorded as the Check Date for those checks, so you may use any date that coincides with the accounting month entered.
In the Accounting Update Parameters frame, enter the Posting date. Today’s date is the default.
This date becomes the transaction date on which the accounting update took place for the check register process. It also determines the fiscal year to which the checks are updated.
Click the OK button. The Output Destination screen opens.
The system prompts you to select a print option. You can choose to print the reports to screen, to a printer, or to save the report for later viewing.
Click the OK button.
The system generates the Check Register and the Accounting Register from Accounts Payable: Check Register reports.
The Check Register lists the information, by vendor key and then by check number within the vendor’s key, that will create the checks.
If the Invoice detail and master amounts on the invoices do not match, an information screen opens indicating the first instance only where this mis-match occurred.
Click the OK button.
Another message screen opens indicating that the Accounting register is out of balance and that the accounting update cannot continue.
This does not prevent the check register from being built, or check summary reports or the Vouchers being run. It does prevent checks from being printed.
Review the Check Register or the Check Summary with Invoice/Accounting Detail report to view the out of balance transactions
The Accounting Register from Accounts Payable: Check Register shows the actual transactions that will be posted to accounting as a result of those entries.
The accounting transactions that occur for computer check invoices during the check register process involve a credit to the cash account and a debit to the Accounts Payable liability account that reduces the liability established when the invoices were first updated.
If a Check Register is processed for only Manual or Void check invoices, there will be no accounting register. All transactions are complete when the Accounts Payable Batch Update is completed.
If the check register reports do not include the invoices you wish to process, or corrections need to be made, return to the appropriate Accounts Payable routine to review your invoices or make the correcting transactions. Run the check register again after you make the corrections.
The accounting transactions on the account register from the check register do not become part of your Budget Master and History files until you do the final update.
When the build of the Check Register is finished, the Processing Complete message opens indicating the check register process is complete.
Click the OK button to return to the Check Processing Options screen.
NOTE: You cannot delete checks from the check register.
To see the details of the invoices included in a specific check, from the Check Register list, highlight a check and click the View button.
Using the Display drop down list, show a specific check type in the Check Register list:
All Checks
Computer Checks
Void Checks
Manual Checks
Negative Checks
Zero Checks
The Check Processing Options screen displays a summary of the information about the checks included in the Check Register.
You may review this information along with the Check Register report.
Version 01.04.07.0 &endash; 010234