Checks — Printing

You can print checks for the payments you enter in Accounts Payable on check forms that include an advice slip listing the details of the payment, or you can print the checks and advices separately on different forms, or you can print checks or advices only.

Sage 300 ERP Accounts Payable comes with four sample formats for checks, with attached advice slips. You can use the sample formats or change them to suit your company's requirements (for example, to adapt the formats if you use separate pre-printed check and advice forms).

For information on the contents of checks, see Checks — Features.

Printing checks

You can print checks in one of three ways from the Accounts Payable program:

• Open the Payment Entry form, add a payment or open an existing one, and choose the Print Check button to print the check for the payment.
• Open the Invoice Entry form, add a prepayment with an invoice, select the Print Check option in the Invoice Entry - Prepayment form, then choose the Print Check button to print the check for the prepayment.

• Open the Payment Batch List form, select a payment batch, and choose the Print/Post button to print checks for all the payments in a batch.

  The Print/Post button also posts the payment batch to vendor accounts after printing the checks.

You can print checks while other users are printing checks, as long as the check runs are all for different payment batches.

Using the Print Checks Button in the Payment Entry form

To print a check from the Payment Entry or Invoice Entry form

1. In the Payment Entry form, enter all details of the payment, making sure to select the Print Check option. In the Invoice Entry form, enter the invoice, then choose the Prepay button, enter the information for the prepayment, then select the Print Check option.
2. Click Save (or Add) to save the payment.
3. Click Print Check to display the Print Checks form.
4. Ensure that the check form selected in the Print Checks form is the one you want to use, and make sure the check forms are positioned properly in the printer. You can print an alignment check to test the positioning.
5. Click Print.

6. Review the check once it is printed. Accounts Payable will ask whether checks were printed correctly.

   • If the check was printed correctly, click Yes.
   • If the check was not printed correctly, click No, then reset the print status by clicking the print status column or by clicking the Select Reprint Range button and specifying the number of the check you just printed.

   • If you are also printing a payment advice, Accounts Payable will ask you whether the advice forms are in the printer.

     Click Yes to print the advice form, then, if correct, click Yes again when asked whether the advice was printed correctly.

     When you accept the check and the payment advice, if you printed one, Accounts Payable will post the check information to Bank Services, and close the Print Checks form.

Note that the check information is immediately posted to Bank Services, but the payment information is not posted to vendor accounts until you post the payment batch, using the Print/Post button in the Payment Batch List form.

Note also that you cannot reprint the check once the check information has been posted to Bank Services. However, if you delete the payment from the payment batch after you print the check, Accounts Payable changes the status of the check to Void in Bank Services.

You can delete payments (void checks) until you post the batch. Deleted checks do not appear on the Accounts Payable Check Register.

Using the Print/Post button from the Payment Batch List

The most common way to print checks is with the Print/Post button in the Payment Batch List form.

To print checks and post the payment information to vendor accounts, you:

1. Open the Payment Batch List form.
2. Select the batch for which you want to print checks.

3. Click the Print/Post button. Accounts Payable performs the following tasks:

   • Makes sure that the batch has been listed if you selected the option Force Listing Of Batches (in the Options form).

     If you use the option and the batch has not been listed, you must list it before you can print and post the checks.

   • Makes sure that the batch you selected is Ready To Post, and, if it is not, asks whether you want to set it to Ready To Post and continue with posting.
   • Posts the batch immediately if all checks in the batch have been printed (or if the payment batch does not contain checks).
   • If there are checks to be printed, Accounts Payable displays the Print Checks form.

4. Review the settings in the Print Checks form before you proceed, and review the list of checks the program is ready to print.

   You can change the following items if they are incorrect:

   • Check stock.
   • Next check number.

   • Number of leading checks.

     Although nothing will be printed on the leading checks, Bank Services needs the information to assign check numbers for the blank forms, to keep the audit trail correct.

   • Report file used to print the check and/or advice forms.

     You cannot proceed with printing and posting checks without a valid check report file.

5. Click the Print button when you are ready to proceed.

   If you are printing checks then advices (instead of checks only or combined check and advice forms), the program will tell you to insert the check stock in the printer before proceeding.

   When printing is finished, Accounts Payable asks whether the checks were printed correctly.

6. Review the checks, then click Yes or No.

   If you choose No, click the Select Reprint Range button and specify a range of checks for reprinting, then choose the Reprint button.

   If you choose Yes, Accounts Payable returns you to the Payment Batch List form, and posts the payments.

   If you are printing advices after the checks, the program will start to print advices as soon as you choose Yes to confirm the check printing.

   The program asks you to confirm that advices were printed correctly before it returns you to the Payment Batch List and posts the payments to vendor accounts.

   After you click Yes to accept the check run (or the advice run if printing advices), Accounts Payable displays the Payment Batch List form once again, and proceeds immediately to posting the payment batch to vendor accounts.

Once the check data has been posted, you cannot reprint the checks or advices.

Printing alignment checks

To print a test copy of a check to verify that your check forms are aligned correctly in your printer, choose the Align button. You can repeat this step as often as needed when the printing destination is Printer.

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