Printing Standard Accounts Payable Reports

Releasing A/P Checks

An invoice is marked as paid when you post a check number for the invoice. You must release checks after they are marked as paid. Check numbers are assigned for invoices paid with system-generated checks. You must manually enter the check numbers for hand-written checks. You should release checks as soon as possible after entering hand-written checks or printing system-generated checks to complete the process.

Note:  If you do not release checks soon after they are printed, and you run checks again, the same invoices are paid again but they're assigned different check numbers.

When you release checks:

• The A/P Check Register Report prints.

• Information in the AP-CHECK, AP-MASTER, V-AUX, PR-BA-DAY, PR-BA-YTD, and PR-BAINDEX files is updated.

• These figures are created and sent to the G/L batch file #9999 if you specify Y in the Auto Post field in the (L2) G/L Master Numbers screen. (To release the GLBATCH file to general ledger, you must release the G/L batches through the (W) General Ledger Reports screen.)

1. In the (QR) Accounts Payable Reports screen, select the [C] Print A/P Reports function.

2. In the Release Checks field, type Y.

3. In the Purge Completed Invoices field, press Enter.

4. Use the Loc through Code fields to limit the checks to print. For example, you can limit by location, and vendor number or name.

5. Use the Loc field to limit the checks to a specified general ledger location or include all locations. To limit to a specific location, enter it. To skip this limit, press Tab.

6. Use the Name From and To fields to limit by vendor name. To skip this limit, press Tab. To limit to a single vendor, enter the vendor name in the Name From field and press Tab in the To field. To limit by a range of vendor names, enter the first vendor name in the Name From field. In the To field, enter the ending name.

7. Use the Nbr From # and To fields to limit by vendor number. To skip this limit, press Tab. To limit to a single vendor, enter the vendor number in the Nbr From # field and press Tab in the To field. To limit by a range of vendor numbers, enter the first vendor number in the Nbr From # field. In the To field, enter the ending number.

8. Use the Code field to limit by vendor code. To skip this limit, press Tab. To limit to a specific vendor code, enter it.

5. At the Enter Password prompt, enter the password set in the Release field in the (LC) Vendor and A/P Parameters screen. If no password is set, press Tab.

6. In the Printer field, enter the printer to use.

7. In the Copies field, enter the number of copies to print.

8. In the date field in the upper right corner of the screen, enter the pay date.
   
   The checks are released and the report prints.

Return to:

Period-End Steps for Day-End, Month-End, and Year-End

About Printing and Releasing A/P Checks

See also:

In the (L2) Screen

In the (LC) Screen

Printing General Ledger Reports