Printing A/P Checks

Printing Standard Accounts Payable Reports

System-generated checks are printed for all vendors for the following types of invoices:

Invoices with voucher dates equal to or older than the specified date
Invoices with text vouchers.

You can also print checks for hand-marked invoices only.

Note: A maximum of 24 invoices appear on the check stub. If you are printing a check for more than 24 invoices, the total amount for all of the invoices prints on the last check. All previous checks are voided.

For example, if you are printing a check for 50 invoices, the first 24 invoices appear on the first check’s stub. Invoices 25 through 48 appear on the second check’s stub. The last two appear on the third check’s stub. This check has the amount for all the invoices. The first two checks are voided.

To verify which checks print, you should print and review the To Be Paid Report before printing checks. See Printing the To Be Paid Report.

Note: If the AP-PAY file was created when the To Be Paid Report was printed, you must hand mark the invoices to pay using the (DM) Accounts Payable Invoices To Be Paid screen.

When you print checks, the AP-PAY file is deleted. If you need to reprint checks, you must start over by printing the To Be Paid Report and creating the AP-PAY file. You must also hand mark the invoices to be paid.

In the (QR) Accounts Payable Reports screen, select the [D] Print Checks report code.
In the Alignment Form field, type Y to print a test check. You can check the alignment as many times as needed. If you print a practice check, you must begin the process again to print the actual checks.

To skip this step, type N.
In the First Check # field, enter the beginning check number. If the number is fewer than eight characters, press Tab. Because checks are preprinted with check numbers, refer to the first available check for the beginning check number.
Use the Loc through Code fields to limit the checks to print. For example, you can limit by location, and vendor number or name.
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.
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.
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.
Use the Code field to limit by vendor code. To skip this limit, press Tab. To limit to a specific vendor code, enter it.

In the Period To field, enter the business period of the checks to print.

Note: If you enter a closed period, a warning message appears. You must enter the Post to Closed Period Password to continue.

In the Printer field, enter the name of the printer to use.
In the Copies field, press Tab. This field does not apply.
In the date field in the upper right corner of the screen, enter the pay date, or tab through these fields to accept the system date.

If you printed the To Be Paid Report, created the AP-PAY file, and marked the invoices to be paid in the (DM) Accounts Payable Invoices To Be Paid Screen, this date does not apply. Tab through this field.

If you did not create the AP-PAY file, this date is the pay date. If the voucher date on an invoice is before or the same as the date in this field, a check prints for the invoice.
The checks print.