Create a Check From AP Invoice

System Location: Data Entry > AP > Check Writing

This topic provides details on how to create a single check using one or more AP invoices as the source of information.

For more information see Check Writing.

 

  1. Go to the blue Data Entry tab, open the AP dropdown menu, and select Check Writing.
  2. Click New (located at the top of the page.)
General Section
  1. Verify / provide Payment Type.
    1. This example utilizes CHECK.
  2. Verify / provide the Check Number.
    • Populates with 'Next Check Number' value located on the Bank Code selected, but can be edited
  3. Select the Vendor the check is being created for.
    • Vendor is required when an invoice is selected
      • Must be present before selecting invoice
  4. Select the invoice(s) to pay.
    1. Click Search (located next to 'Invoice No.')
    2. Select the desired invoice(s) from the Vendor Invoices Search Screen.
    3. Click OK.
  5. Verify / provide information for the following fields:
    • Check Date
    • Period Number
      • Defaults to the period associated with the Check Date, but can be forced to be different
      • If Period Number and Check Date do not coincide, there will likely be a discrepancy in related reports when viewed by Date vs. Period.
      • For more information see Process Accounting Functions.
    • Bank Code
    • Exchange Rate: Determines whether the check will be calculated for a different monetary value when 'Currency Code' is different than the one selected in Company Maintenance Defaults
Line Items Section
  1. Verify / provide information for the following fields for each line item present:
    • Invoice Number: Populated from invoice(s) selected
    • Gross Amount: Pre-discount amount to be paid
      • This would be the value to edit if the entire Invoice Balance is not being paid
    • Discount Amount: Represents the dollar value the 'Net Amount' will be reduced by due to paying within stated terms
      • Calculated by system based on Terms Code associated with invoice being paid and the date of the check
Header Section
  1. Verify the Line 1 field of the Pay To Information box is populated / correct.
    • This is the name that appears on the printed check
  2. Verify / edit the remaining address fields (Line 2 - Line 4)
Complete the Check
  1. Click Save to process, save, and close the check.
    • The system automatically processes the check upon saving it.
    • Clicking 'Process' keeps the check open for viewing.
    • Once processed, the check cannot be edited.
    • Checks in a posted period cannot be unprocessed.

 

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