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After completing the Check Register generation process, you can print the corresponding Check Summary reports. You can only generate these reports after the check register has been generated and before it is Updated.
Check Summary reports include the following reports:
Summary with Check Number/Vendor/Amount
Summary with Check Number/Vendor/Invoice
Summary with Invoice/Accounting Detail
Wide Summary with Chk Nbr/Vendor/Invoice
If you should find an error, make the correction to the respective invoice then re-run the Check Register process to update the work file to include the changes. You can use the reports as another tool to help verify your entries. You can also submit them for approval before payments are made.
Menu Path: Financial Mngmnt / A/P / Check Proc.
From the Check Processing Options screen, click the Check Summary button. The Check Summary Report Options screen opens.
In the Select Check Types to be Included in Summary Reports frame, select Yes or No to select the Check Types to be included in the check summary reports.
Enter the date the school board will authorize payment in the Board Date field. This date is used on the Board Statement as the board approval date. Today’s date is the default.
In the Select Reports to Process frame, select the Check Summary reports you want to print.
In the Nbr Copies field, enter the number of copies of each report you want to print.
From the Line Spacing drop down list, determine the spacing of each report.
From the Fund Totals drop down list, determine if you want to display fund totals at the bottom of the reports.
Place a check in the Board Certification check box, to determine on which reports you want the Board Certification statement to print.
Listed below is information that appears on each type of report:
Summary with Check Number/Vendor/Amount:
Check Number
Vendor Name
Check Date
Check Amount
Total Number of Checks
Total by Check Type
Net Amount for all Checks
Fund Summary (if requested)
Summary with Check Number/Vendor/Invoice (all of the above, plus:)
Invoice Number
Invoice Description
PO Number
Invoice Amount
Summary with Invoice/Accounting Detail (all of the above, plus:)
Account Number(s)
Account Descriptions
Amount for each Account
Wide Summary with Check Number/Vendor/Invoice:
Prints the Check Number/Vendor/Invoice report in landscape format.
Click the Print button.
If the Board Date is later than the pay date, the Board Date later than Pay Date screen opens asking if you want to continue. Click the Yes button.
The Output Destination screen opens.
The system will prompt 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.
Once all reports requested have been run, the system returns you to the Check Processing Options screen.
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A Voucher must be printed before the final update is completed. It cannot be re-run after the update.
A Voucher report includes the Invoice number, purchase order number (if applicable), the gross and net amounts for each invoice, adjustments, and account numbers. This is similar to the information listed on the Summary with Invoice/Accounting Detail.
Each voucher includes the district’s Auditing Officer’s Certification statement.
Menu Path: Financial Mngmnt / A/P / Check Proc.
From the Check Processing Options screen, click the Vouchers 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.
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Checks must be printed before accounting is updated. They cannot be recreated after the update is complete. However, if you processed only manual and/or void checks, you can skip the Print Chks option.
For the purposes of this documentation, the terms Checks and Warrants have the same meaning. WESPaC Financial Management uses the term "Check". Screens will not be updated for Washington.
Menu Path: Financial Mngmnt / A/P / Check Proc.
From the Check Processing Options screen, click the Print Chks button. The AP Check Printing Parameters screen opens.
From the Check Printing Parameters frame, select a Name Format.
This determines how the name on the check prints. Your options are: Last, First, Middle or First, Middle, Last.
The remaining fields default from the check register process and are not available for update. If you need to make changes, you must make the correction on the source invoice and then rerun the check register process.
To display a list of checks to be printed, click the View Chks button.
Click the Print button.
If check printing is done locally (desktop printer), insert the checks into your printer, and verify that the first check number matches the number shown on the screen.
If check printing is done at your regional data center or in a separate area, such as a computer room, select the appropriate print queue. A notification is sent to printer’s operator that there are checks waiting to be printed.
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.
** Digitized signature is not set up in any database yet.
If you use digitized signatures, the system prompts you for the Digitized Signature password.
When the checks finish printing, the Update History screen opens asking do you want to update these checks to your history, account and check files?
!! DO NOT UPDATE UNTIL YOU HAVE CONFIRMED ALL THE CHECKS HAVE PRINTED PROPERLY !!
If you update and errors are found or checks need to be reprinted, you will have to enter correcting transactions to the files rather than just rerunning the check printing process and void the checks.
If your district is a MICR district, and you click the Yes button, and MICR numbers have not yet been assigned, the MICR Numbers not Assigned screen opens indicating that you cannot update until the MICR numbers have been assigned. Click the OK button.
Click the No button. No accounting information is updated to the account master.
If your district is not a MICR district, click the Yes button. Accounting information is updated to the account master.
Click the Yes button.
If checks jam in the printer or you need to reprint them for some reason; from the Check Processing Options screen, click the Print Chks button. The AP Check Printing Parameters screen opens.
Click the Restart Chks button. The View Checks for Current Register screen opens.
Highlight the check number from which you want to start the reprint.
Click the Select button returning to the AP Check Printing Parameters screen.
The check number selected in step 3 displays in the Next Computer Check # field.
Click the Print 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.
Click the OK button.
The Restart Chks option will not double the entries or the accounting.
Any invoices paid with checks that were updated, but ruined while printing and needed to be reprinted with new check numbers and MICR numbers, need to have the voided /re-issued function run against them.
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If you did not update the checks immediately after they printed or do not need to print the check because it is a Manual or Void check, use the UPdate function.
NOTE: If you are a MICR district, you cannot update the check file until the after the checks have been printed and the MICR numbers have been assigned. You do not assign MICR numbers to Void, Manual, Negative or Zero check types. See the WESPaC Financial Management Create Information for County Treasurer User’s Guide.
The Update process posts the check accounting to the account master and sets the invoice status to History.
If you are a MICR district, you cannot update the check file until after the checks have been printed and the MICR numbers have been assigned.
Once the MICR numbers are assigned, you can then update the checks.
From the Check Processing Options screen, click the Update button.
The Update History screen opens asking if you want to update the checks to history, account and check files?.
Click the Yes button.
If you are a MICR district, and MICR numbers have not been assigned the MICR Numbers not Assigned screen opens indicating that you cannot updated until the MICR numbers have been assigned. Updating cannot take place until the MICR numbers are assigned to the checks.
If you are not a MICR district or if the MICR numbers have been assigned, the update processing starts. When complete a Message screen opens indicating that the update is complete.
Click the OK button. A second Message screen opens confirming the update to accounting is complete
Click the OK button.
To record manual checks or checks that have been voided, you can enter the information from the original check using the Accounts Payable Invoice process.
Manual and Void checks can be processed at the same time as regular checks.
A Manual check can be entered for corrective history purposes or to record a check that was hand written and not generated electronically by the system.
Void checks can be created by either entering a record in Invoice Entry or by using the Quick Void process in Options on the Invoice Entry main screen.
NOTE: Have a copy of the check or voucher and related invoice information available when entering the manual or void information.
Creating Manual and Voided Checks
Add an accounts payable invoice from scratch or from a purchase order following the procedures outlined in WESPaC Financial Management Accounts Payable Invoices with the following settings:
Leave PO Number zero. A purchase order number is not required when entering a Manual or Void invoice. If creating a void check type, the purchase order(s) accounting is updated based on the invoices contained on the check voided.
Enter an Invoice #. The Invoice number is a required field. Generally the invoice number is received from the vendor, however if a number does not exist, you must create a number.
The invoice Layout can be YMA, YDA, YDQ, or NMA. Since the invoice record is generally for accounting purposes only use NMA layout.
Enter the check type, either Manual or Void:
Manual creates an invoice used for updating accounting only.
Void voids a previously issued check or a physically ruined check that was updated before the check was lost or ruined. It creates a record to reverse the amount of the check and the invoices paid by the check.
You do not need to enter a negative number for Void checks, the system knows to reverse the amount based on the check type.
The Chk Nbr field is active.
Enter the number of the check in the Chk Nbr field.
If you are entering a Void invoice, enter the check number to void.
Enter the Account Information.
If the invoice type is Void, be sure to enter the same account number(s) to properly reverse out the original update.
After entry of the Manual or Void invoice is complete, run the Batch Upd process. See the WESPaC Financial Management - Accounts Payable Batch Update User’s Guide for more information.
Run the Check Register process. See Check Register Process earlier in this documentation.
If this process is not done the Check Reconciliation table will not be updated.
If you process Manual or Void checks separately from Regular checks, a message indicating only Manual or Void checks were processed and no account entries will be processed at this time.
Click Update to update the history files.
Version 01.04.07.0 – 010234
