Using the Payroll Cheques window

This window opens after you choose Payroll Cheques from the Payroll Transactions folder.

On this window, you can:

• Select the window that you set up in Bank Services for printing payroll cheques.
• Review the employees to be paid in this cheque run.
• Print and reprint cheques and direct deposit advices.
• Approve the posting of printed cheques.

Before you start

To Print Cheques

1. Open Payroll > Payroll Transactions > Payroll Cheques.
2. In the Print and Post Cheques through Pay Period End Date field, click the calendar icon to select a date, or type the date and press Tab on your keyboard.
   • If the system does not find cheques to print based on the specifications, a message notifies you.
   • If cheques are found to print, complete the remaining fields on the window.

   Tip: Always use a selection list when calculating payroll and in the Calculation Sequence when using Payroll Cheques. This reduces errors and ensures the sequence is followed when cheques are printed by the system, and it provides visibility to Sage 300 Payroll users if other payroll processors are working simultaneously.

3. Select the Calculation Sequence corresponding to the payroll you calculated and want to complete.
4. Select the Bank used to fund the payroll you are processing.
5. Select the Level of Detail desired, include a Message to print on the cheques if necessary, select the Sort By method of your choice, and choose whether or not to Print SIN on the cheques.

   Note: SIN numbers printed on checks are masked, so only the last part of the number appears (for example, ***-***-123).

6. Click Print/Post. The Print Cheques window opens.
   1. Verify that the cheque stock code, next cheque number, and cheque/advice forms listed are correct. This default information is stored on the Cheque Stocks tab of the bank record in Bank Services > Banks.
   2. Type the number of leading cheques to use, if any. Although nothing is printed on the leading cheques, the system assigns cheque numbers for the blank forms, to keep the audit trail correct.

      For example, if you always skip the first cheque form and start printing on the second, the first cheque form is called a leading cheque and you enter 1 as the number of leading cheques. The system increases the number of the next cheque to print by the number of leading forms you enter.

   3. If you want to first print an alignment cheque, click the Align button.

      An alignment cheque prints X’s in place of numbers and letters on a cheque form, so you can see that the cheque forms are mounted properly in the printer. Alignment cheques are always printed to your printer, no matter which print destination you have selected for your company. Make sure your printer is ready before you click Align.

      After an alignment cheque is printed, the Next Cheque Number is increased by one.

   4. Click the Print button. If you are printing a combination of cheques and advices, the program reminds you to insert the appropriate cheque stock in the printer before proceeding.
   5. When printing is finished, you are asked if the cheques were printed correctly:
   • If you choose Yes and you are not printing advices, the cheque information is immediately posted and the Print Cheques window closes. After posting, you cannot edit the payment entry or reprint the cheque. If necessary, you can delete it, which voids the cheque.
   • If you choose Yes and you are printing advices after cheques, you are reminded to insert the advice stock in the printer. After printing has finished, you are asked if the advices were printed correctly. If you choose Yes, the cheque information is posted and the Print Cheques window closes. (The payment information is not posted immediately to vendor accounts, as you must first post the payment batch, using the Print/Post button in the Payment Batch List window.)
   • If you choose No and you want to reprint now, you need to change the status of the cheques (or advices) back to Not Printed in one of two ways:
     1. Double-click in the Cheque Status column, or click the Select Reprint Range button and fill in the Select Reprint Range dialog box.
        1. Click the Select Reprint Range button in the Print Checks window if checks or advices were not correctly printed the first time.
        2. Type or select the starting and ending numbers of the range to reprint, then click OK.
     2. If you choose No and you cannot reprint now, click Close. You receive a message asking if you want to cancel the cheque run (thereby voiding all printed cheques).
     • Choose No to reprint the cheques at a later time with the cheque numbers that have already been assigned.
     • Choose Yes to cancel the print run and void the current cheque numbers.
7. When you have finished printing cheques, click Close.

After printing and posting

Additional information