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Upon completion of MICR number entry, an ASCII warrant reconciliation file can be generated for the County Treasurer and/or a warrant register can be printed.
This program allows data center or district operators, upon completion of printing of warrants, to designate warrant stock MICR numbers that have been used for the printed warrants. MICR numbers are preprinted on warrant stock, but warrant numbers are assigned by the system. This program matches MICR numbers to warrant numbers.
Menu Path: Financial Mngmnt / A/P / Create Info for C.T.
From the WESPaC &endash; Create Info for Cty Treasurer screen, highlight Create Info for County Treasurer.
Click the Run button. The MICR Number Setup screen opens.
The MICR Number Setup screen displays the number of warrants that need MICR number assigned, the number of MICR numbers already assigned, and the Balance (Warrants &endash; MICRs = Balance).
Prior to the screen displaying, an edit checks to see if any qualifying check records exist. If they do not, an error message opens indicating that no qualifying check records exist.
A second edit ensures that the checks have been printed. If any remain to be printed, an error message opens indicating that all checks must be printed before assigning MICR numbers.
On the MICR Number Setup screen, the MICR Number Ranges list contains Beginning and Ending MICR Numbers that have previously been assigned for the check batch.
NOTE: Only one check batch can be active at one time.
If MICR numbers have previously been assigned for the check batch, the MICR Number Ranges list is pre-populated with the ranges corresponding to those MICR numbers. If not, the list is empty.
Records in the MICR Number Ranges list are sorted by Beginning MICR number.
To the right of the MICR Number Ranges list, a running balance is calculated, representing the difference between the number of printed warrants and the number of MICR numbers contained in the ranges in the list.
Click the Add button. The Add/Edit MICR Number Range screen opens.
Enter the Beginning MICR number.
Enter the Ending MICR number.
If the series of MICR numbers was broken for some reason, click the Add & Again button to continue assigning MICR numbers for the next series of checks.
For example, checks 1 through 17 were printed. However, check 14 and 15 were jammed in the printer and had to be re-printed. The series of MICR number was broken. Enter the MICR numbers for checks 1 through 13, 16 and 17, and then finally 14 and 15.
Click the OK button to return to the MICR Number Setup screen.
The MICR numbers display in the MICR Number Ranges list.
Menu Path: Financial Mngmnt / A/P / Create Info for C.T.
If MICR Numbers are entered incorrectly, you should only edit the range if the check register has not been updated. They also should not be changed if the County Treasurer’s electronic ASCII file has been created. If it is, the County Treasurer will see multiple files referencing the same information.
From the WESPaC &endash; Create Info for Cty Treasurer screen, highlight Create Info for County Treasurer.
Click the Run button. The MICR Number Setup screen opens.
The MICR Number Ranges list displays the ranges currently assigned.
From the MICR Number Ranges list, highlight the range to change.
Click the Edit button. The Add/Edit MICR Number Range screen opens.
Change the Beginning MICR or Ending MICR number as necessary.
Click the OK button to return to the MICR Number Setup screen.
The changes display in the MICR Number Ranges list.
Menu Path: Financial Mngmnt / A/P / Create Info for C.T.
If MICR Numbers should only be deleted if the check register has not been updated. They also should not be deleted if the County Treasurer’s electronic ASCII file has been created. If it is, the County Treasurer will see the information transmitted originally and the new file when it is created. This may cause confusion for the County Treasurer, as the original electronic ASCII file contained the warrants and MICR numbers deleted.
From the WESPaC &endash; Create Info for Cty Treasurer screen, highlight Create Info for County Treasurer.
Click the Run button. The MICR Number Setup screen opens.
The MICR Number Ranges list displays the ranges currently assigned.
From the MICR Number Ranges list, highlight the range to delete.
Click the Delete button. The Delete Record screen opens asking if you want to delete the record.
Click the Yes button.
Creating Warrant Register and Electronic File for County Treasurer
Once you have assigned the MICR numbers to the warrants, you can now create the County Treasurer’s electronic file and/or print the Warrant Register.
Menu Path: Financial Mngmnt / A/P / Create Info for C.T.
After MICR number assignment is complete, click the OK button on the MICR Number Setup screen.
NOTE: The OK button is not available until the Balance is equal to zero.
The Display Warrant Records screen opens.
The district for whom the warrants belong, the warrant payment date as well as the source of the warrants (Accounts Payable or Payroll) display at the top of the screen.
The Warrants Printed list displays the checks, the check’s associated MICR numbers, the Payee, and amount of the check.
You have two check box selections in the Output Options frame:
Electronic File &endash; Creates the County Treasurer electronic ASCII file
Warrant Register &endash; Prints the Warrant Register report.
Check the Electronic File check box to create the electronic ASCII file for the County Treasurer.
Check the Warrant Register check box, to print the Warrant Register report.
Click the Run 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.
If the Electronic File check box is checked, the electronic ASCII file is created.
If the Warrant Register check box is checked, the warrant register prints.
The Electronic File Created screen opens when the Electronic File is successfully created.
NOTE: This screen appears only when the Electronic File check box is checked.
Click the OK button.
NOTE: The MICR numbers display on the MICR Number Setup screen until the check register is updated.
Recreating Warrant Register and Electronic File for County Treasurer
Occasionally it may be necessary to re-create the County Treasurer’s electronic file and/or Warrant Register.
Once the County Treasurer has initially attempted to gather the electronic file, it is no longer available under the 1-Original transmission option and/or it is not appearing using the 2-Retransmission option in CTACCESS, then it may be necessary to re-create the electronic file and/or warrant register.
Use the Recreate Info for County Treasurer option to gather the necessary data needed to recreate the ASCII file and/or warrant register for the County Treasurer.
Menu Path: Financial Mngmnt / A/P / Create Info for C.T.
From the WESPaC &endash; Create Info for Cty Treasurer screen, highlight Recreate Info for County Treasurer.
Click the Run button. The Recreate Warrant File screen opens.
From the Warrant Runs list, highlight the warrant run to have the electronic ASCII file and/or warrant register recreated.
From the Output Options frame, check the Electronic File and/or Warrant Register check boxes:
Electronic File &endash; Will recreate the County Treasurer’s electronic ASCII file
Warrant Register &endash; Will reprint the Warrant Register
Click the Run 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.
If the Electronic File check box is checked, the electronic ASCII file is recreated.
If the Warrant Register check box is checked, the warrant register prints.
The Electronic File Created screen opens when the Electronic File is successfully created.
NOTE: This screen appears only when the Electronic File check box is checked.
Click the OK button.
Version 01.04.07.0 &endash; 010236 PL 063004