Check Run Window

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The Check Run Window is accessed by clicking on the Checks button on the Payments and Print Checks window.  Here checks can be printed onto blank check forms with pre-assigned check numbers.

chk run window

In brief, to print Checks for the tagged Payables on the Payments and Print Checks window, first select a Cash Account from where the payment is going to be applied on the Checking Account menu.  The Check Date will be filled in with the current date but can be changed.

 

The Next Check Number will also be displayed as Design Manager automatically tracks the Check Numbers for each Cash Account.  Again, the Check Number can be changed as necessary.  One Check for each Vendor being paid will be displayed on the Checks Grid.

 

If all of the information appears to be correct, then click the Print Button to display the Print Checks Window.  If the Checks are being sent directly to the printer, be sure the Printer button is depressed.

 

***Checks that pay more than 11 or 12 Payables will not print any information on the Check Stub.  Use the Check Stub Report to print out a sheet or sheets to attach to this type of Check.***

 

 

Checking Account:  A Cash Account into which the Checks will be recorded must be selected in the Checking Account menu.  All Accounts designated as Asset (Bank / Checking) in the Account Glossary Window will be listed in the Checking Account.

 

Fiscal Month:  The Fiscal Month into which the Checks will be posted is displayed in the top  right corner of the window.  Depending on the settings on the Company Information Window - Fiscal Month Tab, the Fiscal Month will either default to the current Company Fiscal Month or to one month after the last Closed Fiscal Month.  If the user has the Allow Fiscal Month Changes Password Attribute unlocked, the Fiscal Month can be changed as desired.  If the company is not on a calendar year-end, the Fiscal Month will be different than the Check Date.  Otherwise, take care when changing the Fiscal Month from a period differing from the Check Date as the Checkbook balance for the Cash Account will then not match the balance for the Cash Account in the General Ledger.

 

Check Date:  This is the date that will appear on the printed Check(s) and upon which the Checks will be displayed on the Checkbook Window for the selected Cash Account.

 

Next Check Number (Next Check No.): The number in this field should be the number on the first Check that will be used when printing.  The Next Check Number can be changed if a check form has been damaged or this is the first time that Checks have been printed through Design Manager.

 

Checks Grid:  This grid will display the corresponding checks for all entries selected on the Checking Window - Pay / Print Tab.  All Payables for the same Vendor will be included on a single Check.  A single Check can, of course, cover many Payables for the same Vendor.  The Checks Grid has the following columns:

 

Check Number (Check No.):  The number that will be assigned to the Check in Design Manager.  These should correspond exactly to the physical check forms inserted into the printer.

 

Vendor Code:  The Code of the Vendor for which the Check is being sent.

 

Payee:  The Vendor Payee Name as recorded in the Vendor Window -  Payee section.  Remember that the Payee Name can differ from the Vendor Name under certain circumstances.

 

Amount:  The total value of the Check.

 

Checking Account Balance:  The current available funds in the Cash Account selected on the Checking Account menu.

 

Check Run Total:  This amount is the sum of all of the Checks displayed on the Checks Grid and represents by how much the Checking Account Balance will be reduced upon printing and accepting the Checks.

 

Journal:  Click the Journal button to print the Disbursements Posting List Report. Note:  If the Require Journals option is selected on the Company Advanced Options Window - General Tab, the Journal must be sent to the printer prior to printing and accepting the Checks.  All Posting Lists always default to be sent directly to the printer rather than being displayed in the Print Preview Window.

disb_ck posting list report

 

Print/Post:  Upon clicking the Print/Post button, the Print Checks Window will be displayed from which the Checks can be sent to the printer or reviewed in the Print Preview Window.

print ck printer window

After printing the Checks, a message asking "Would you like to Accept or Reject this Check Run?" will be displayed.  Clicking Accept will post the Checks and remove them from the Open Payables Grid of the Checking Window.  Selecting Reject will take not post the Checks, leaving the Check Run Window open for review.

 

Note:  Unposted Checks will not be visible any where else in Design Manager!  Only upon posting the Checks will accounting activity occur, Project information be updated, etc.  If a Check was printed and sent to the Vendor without being accepted, Design Manager will have no record of the Check!