Print AP Computer Checks

Printing Computer Checks for Accounts Payable

Process to Print Computer Generated Checks for AP Invoices.

1) Prepare Computer Checks - which Invoice(s) to pay and how much.

2) Verify your payments.

3) Print the Check(s).

4) Updates the files for the checks.

TUTORIAL SCENARIO

We will prepare and print a computer check for the Inoice we entered earlier in the Tutorial. Once again, the dates may differ.

PREPARE COMPUTER GENERATED A/P CHECKS:

From the Drop Down Menu, select A/P - Computer Printed Checks - Prepare Computer Checks.

Enter Company Number and Vendor Number, then click OK.

The bottom section of the top image appears.

Click Pay Partial.

The bottom image above appears.

Enter amount of the payment.

Click Ok, then Return, then Exit.

VERIFY THE PREPARATION OF PAYMENTS

Normally you will be entering more than one payment at a time and would want to verify your entries before printing the Checks. To do this, Print a List of the Payments. To make changes to the list, use the Edit or Delete buttons as desired.

From Drop Down Menu, select AP - Computer Printed Checks - List/Edit/Delete Checks.

PRINT THE PREPARED COMPUTER A/P CHECKS

From the Drop Down Menu, select AP - Computer Printed Checks - Print the Prepared Checks.

Click OK then OK again on the 2nd image.

Click OK.

Click Yes, and Yes on 2nd image.

Enter a beginning Check Number. It is assumed checks are numbered sequentially. The Print Check Register option appears after you finish printing checks. It's always good to save a copy of this Register for your records.

UPDATE THE FILES FOR THE CHECK

After printing the check(s) be sure to run this program to update the files. This program is run separately from the actual check printing in case you made a mistake or your printer fails during printing. You can reprint the checks any time prior to running the update.

Enter 11010 for the Checking Account GL Number as shown above. The other 2 GL Numbers are not needed and will be greyed-out. Note: GL Number 21000 is hard coded for Accounts Payable. Roughneck will make an automatic Dedit to that GL Number for Accounts Payable checks. See GL Number Restrictions.

Click OK. After the Update completes, click Cancel.

Note: GL Number 21000 is hard coded into the system for Accounts Payable.

Finished!

What if you need to Void one of the checks?

See How to Void Accounts Payable Checks.

Reports To Verify Computer Checks

A/P Inquiry Report - should show the payment listed below the Invoice. The Invoice Balance should be reduced by the amount of the payment.

Monthly Transaction Listing - should show a debit to Accounts Payable (G/L Number 21000) and a credit to the Cash Account you specified.

Check Listing Report - should show a list of the computer checks you posted against the cash account.