This document will help you create checks in Accounts Payable (AP) to pay vendors.

Where do I create checks?

1. From the Main Menu go to 7.4.1. Print the Cash Requirements report and this will tell you, for whatever dates you enter, what vendors you owe for that time period.

2. Choose the <D>iscount or d<U>e Date and then the Cutoff Date for the payables your owe. (Cutoff date = the time up to which you want to pay; 1.e. up through the 12th of the month.)

3. Next, you need to select the vendors you would like to pay.  The Cash Requirements report reflects your criteria, but “Select Vendors to Pay” (7.4.2) is where it actually builds the vendor list to pay.

4. In “Select Vendors to Pay” you have three options: 1) Select Vendors to Pay, 2) Summary of Payments Report, and 3) Payment Modification and Review.

5. Choose #1 (Select Vendors to Pay) and you will see that it says, “Selection will accumulate all Payables for each Vendor and Set them up to Pay.”

6. It will then ask the same two questions you had in the Cash Requirements Report – “<D>iscount or d<U>e Date” and “Cutoff Date”; enter the same criteria you had done on the report if you were satisfied with the results, and it will build the vendor list for you.  The system will setup a list of all vendors which have a payable due based on your criteria.

7. After the Vendor list is created, run #2, the Summary of Payments report.  It will print a list payables you are going or are about to be paid for each vendor.

8. NOTE: If you need to remove some of the invoices off of a vendor, use the Addendum at the bottom of this document to understand how to accomplish that.  Otherwise, we will assume you want to pay all the vendors on the Summary of Payments report.

9. Once the vendor list is created, and you are satisfied with the results of the report, we will now print checks (7.4.3).  It will say, “This Selection will Print the Checks for the Vendors who are set up to pay.”  The first option to select the “Printer #”.  Choose the printer you want to print the checks on.

10. Next, it will tell you, “Load Checks for Bank XYZ, Press <ENTER> when ready:” This is when you would remove the paper from your report printer and then load your checks.  NOTE: if you have an extra printer which just runs checks, then all you need to do is make sure the correct printer number for that printer is chosen above.

11. It will then ask you for the “Beginning Check Number:” If you have printed checks before then you will see the next check number in this field.  You can use that number or enter the next consecutive number listed on the next check to print.

12. It will then ask you for your “Check Date”.  The check date is the date you want to print on the checks for the day they are going out.  If you are sending the checks out tomorrow, you may want to use tomorrow’s date.

13. Perfection Software has created the ability to make a MISCELLANEOUS VENDOR and print out a check for them. If you needed to print out a check for Girl Scouts who just happened to stop by and sell you cookies. You decide to donate some money and want to print a check for them.  You would create a voucher for a MISC VENDOR and then run a check cycle for this one Vendor.  You would write in the name of the MISC vendor in this field (in this case Girl Scouts).  The computer would then recognize the MISC VENDOR payable and then use the name you type in on this field and attach it to the check.  You can only run 1 MISC VENDOR at a time.  Each check cycle is run for the one check.  It may seem tedious to go though a whole voucher entry and post, and check cycle, for 1 check, but when you are used to using the system, it should take you no more than 1 minute to run all of this and put the check in their hand.

14. The next field is for an Alignment Test.  This way (if you are switching checks in the report printer) you can be assured that the check are going to line up and print out correctly.  You can do the Alignment Test as many times as you need to until it prints right.   Then say NO to the test and the rest of the checks will print out.

15. It will then give you a filed called “Checks to Void”.  Here you will enter all the checks that the Alignment Test printed incorrectly.  Enter the checks to Void separated by commas with no spaces (Example: 1000,1001,10002)

16. After the checks are printed and you find that the check stub for a vendor needs more invoices printed on it, then you can run the Remittance Advices Print (7.4.4).  This will print all of the invoices that did not fit on a particular stub.  Perfection Software designed the check run so that checks would not be wasted because of large stubs.  In the Remittance Advices Print you need only to switch the checks and paper in the printer (only if you need to) and then choose either one vendor or all vendors to print out.

17. You will then need to print out the check register (7.4.5).  The computer will not allow you to post the checks until the register is printed.  This is going to show you what the checks paid and for how much.

18. Finally, you will Post Checks to accounting (7.4.6).

19. There is a Reset Check Status that can be used in emergency cases.  Usually, you would not want to reset the check status.  If you are unsure what to do in a case where checks jammed, call Perfection Software.

Payment Modification and Review Addendum:

1. If you find that there are too many invoices listed for a Vendor to Pay, you can modify the list of invoices and Unapply those you do not wish to pay.

2. After creating the vendor list and printing out the Summary of Payments report you may go into Payment Modification and Review (7.4.2.3) and edit the list.

3. Enter the Vendor you want to edit and press ENTER. (You must edit each vendor one at a time.) 

4. The cursor will now be blinking next to the payables for this vendor.

5. Use the “A” to Apply and “U” to Unapply those invoices you want to keep or discard.  Usually, all of the invoices will be marked “A”.  You will have to use the “U” to take an invoice off which you do not desire to pay.

6. When finished, you may ENTER down to the bottom of the screen or hit \ and ENTER and then Save the session with an “S”.  If you need to edit another vendors, simply go over these steps again. 

7. After you have finished editing vendors, you can rerun the Summary of Payments report and see how it looks.  If you are satisfied with the out come then you can continue with the check cycle.