Printing a Single Check When You Pay a Vendor

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About Printing Checks

A/P Print Checks Screen

Printing Checks for a Batch of Payments

Printing Accounts Payable Reports

You can print a check for a payment or a prepayment when you enter the transaction using the A/P Payment Entry screen or the A/P Invoice Entry screen.

You can also print all the checks in a payment batch together using the A/P Payment Batch List screen or the A/P Invoice Entry Screen. For instructions on printing checks for batches, see Printing Checks for a Batch of Payments.

You can print checks and advices on different types of check stock, including forms that include an advice slip listing the details of the payment. For information about the check and advice formats that come with Accounts Payable, see About Printing Checks.

You can print checks while other users are printing checks, provided the check runs are for different payment batches.

Notes:
  • You cannot reprint a check after the check information has been posted to Bank Services.
  • If you delete a payment from the payment batch after you print the check, Accounts Payable changes the status of the check to Void in Bank Services.
  • You can delete payments (void checks) until you post the batch.
  • Deleted checks do not appear on the Accounts Payable Check Register.

When to Print

Use the A/P Payment Entry screen or the A/P Invoice Entry screen to print a check for a payment or a prepayment when you enter the payment or prepayment.

  • Determine the report format to use to print the check and/or advice.
  • In Bank Services, select the check form and enter the next check number for the payment bank. For more information, see the Bank Services Help.

  • Use the A/P Payment Entry screen to enter the payments for which you want to print checks.

    You can use the A/P Invoice Entry screen to enter prepayments when you enter invoices.

    Important! Specify a payment code that uses a Check payment type, and select the Print Check option for the payments.

To print a check for a prepayment you enter using the Invoice Entry screen:

  1. Open Accounts Payable > A/P Transactions > Invoice Entry.

  2. Display the invoice that you are prepaying, or add the invoice, as usual.

    Note: If you are entering a new invoice, you must click Save after entering all the invoice information

  3. Click Prepay.

  4. On the Prepayments screen, select the payment batch and the payment, or enter a new payment, as usual.

    Note: If you are entering a new prepayment, you must click Save after entering all the payment information

  5. Make sure that the Print Check option is selected for the payment.
  6. Click Print Check to display the Print Checks screen.
  7. Continue at step 5 of the following instructions for printing a check from the Payment Entry screen.

To print a check for a payment or a prepayment when you enter it on the Payment Entry screen:

  1. Open Accounts Payable > A/P Transactions > Payment Entry.
  2. Display the payment for which you want to print a check, or enter a new payment, as usual.
  3. Make sure that the Print Check option is selected for the payment.
  4. Click Print Check to display the Print Checks screen.

  5. On the Print Checks screen, review the settings and the list of checks the program is ready to print. More...

    You can change the following items if they are not correct:

    • Check stock. The check stock is set in Bank Services, but you can change it, if necessary.
    • Next check number.

    • Number of leading checks. Although nothing is printed on the leading checks, Bank Services needs this information to assign check numbers to the blank forms, to keep the audit trail intact.

    • Report format for printing the check and/or advice forms.

      You cannot proceed to print and post checks unless the report format is valid.

    Tip: If you are not ready to print this check, close the Print Checks screen. When a message appears warning you "Not all checks have been printed," click Yes to leave the Print Checks screen, cancel the check run, and void the printed checks. (None were printed.)

  6. When you are ready to print the check, click Print.

    Accounts Payable asks whether the check was printed correctly.

  7. Review the printed check, and it was printed correctly, click Yes.

    If the check was not printed correctly:

    1. Click No.

    2. Reset the print status in one of the following ways:

      • Double-click in the Print Status column for the payment.
      • Click the Select Reprint Range button, and then specify the number of the check you printed.

    3. Click Print again.

      Important! If you cannot reprint the check at this time, close the screen and then click Yes when asked to confirm that you want to cancel the print run and void the current check number. If you do not cancel the check run, Accounts Payable sets the batch status to Check Printing In Progress, and you cannot edit the batch until you reset the status to Open.

      When you accept the check or the payment advice, Accounts Payable posts the check information to Bank Services, and closes the Print Checks screen.

  • When a check (and advice, if printed) is printed successfully, its status changes to "Printed." If the check is printed, but you have not yet printed the advice, the status is "Advice Not Printed."

  • Use the Payment Batch List to set the batch Ready To Post, and post the batch.

    Check information is immediately posted to Bank Services, but the payment information is not posted to vendor accounts until you post the payment batch using the Payment Batch List screen.