This Print Checks module is used for printing checks to laser, dot matrix, or MICR printers. All items that appear on the Items Selected For Payment Listing will print when you run this module. Before printing checks, the system will search for a negative check condition. If it finds any, it will prompt the following upon entering this module:
When you click OK at this prompt, the system will return you to the A/P Reports menu. Print the Items Selected For Payment Listing to identify the negative check Vendor and then enter back into the Payment Selection module to correct the negative check condition. You can print a zero check, but you cannot print anything less than zero.
When you enter this report module, the system will prompt an A/P Check Printing screen as follows:
The check type -1- field determines the type of checks you will be printing. When making a change, be sure the correct printer has been selected via the Printer Options menu at the top left. You can also set a default for this -1- field via the Defaults Check Settings option accessed via the Settings menu. Two additional options appear in the Settings menu as follows: A/P MICR Bank Account Maintenance and Test MICR Font. Both of these options relate ONLY to the MICR Laser check printing type and will be explained at the end of this section, but must be completed prior to running an MICR Laser check. The EFT Export option is for running Electronic Funds Transfers. Please see section below for how to complete that process.
The G/L Account -2- field will default to the main Bank Account. Use the drop-down arrow to make an alternate Bank Account selection. The Check Date -3- field will default to the current date. You can change this date using the drop-down arrow. At the Posting Period -4- field, leave the default period or make a change if applicable. The Starting Check -1- field will default to the next available check number for the selected Bank Account. If this needs to be changed, you can type a new number in this field. When you have made your selections, click the Run button to begin printing checks. The system will prompt the following when printing has begun:
Click OK to continue. The system will then prompt the following:
This is a very important prompt. Before responding to this prompt, look over each check to make sure all were printed correctly. If everything looks good, click Yes at this prompt. The system will then prompt the following: Are You Sure? Click Yes to continue. If the checks were jumbled or did not print correctly, you need to click No at the prompt above. The system will reset so you can reprint the check run. Run the program again making sure the Starting Check number matches the next available check number in the printer. After every check run in the system is complete, you need to print a Check Register (see explanation below) to complete the process.
A/P MICR BANK ACCOUNT MTC & TEST MICR FONT:
If you will be using a Magnetic Ink Cartridge Printer to print your checks onto blank check stock, you will need to first set up each Bank Account in this setting option. When you click on this option, the screen will prompt an A/P MICR Bank Account Maintenance screen as follows:
Select the applicable G/L Account and then complete the Routing and Account Number info for the Bank. Use the Company Line 1-4 and Bank Line 1-4 fields to add company and bank info to the blank MICR check stock for printing purposes. Be sure to click Save to keep your setup. Be sure to run the Test MICR Report on each MICR Bank Account prior to printing for the first time.
RUNNING EFT TRANSFERS
Once setup is complete, the first thing you need to do is access the Payment Selection module to perform a trial run to only test the EFT set up. Click the Only Show EFT Vendors box to proceed. Select a couple of Open Items for an EFT Vendor that has been setup based on instructions above. Again, this is only to test. The next step is to access the Print Checks module—be sure to select a PDF Printer for testing purposes. Select the EFT Export radio button, and then make sure the GL Account field is set to an EFT Bank Account. The screen should look much like the following:
The Starting Wire # is the EFT equivalent of a check # and will automatically advance with each EFT Transfer. When live, the Effective Date may be advanced to a future date, but can never be less than the default date of the following day. Click Run to start the TEST. This will generate two pages: one is similar to a check stub for each Vendor payment and the other is a text file that is for uploading to the bank. Save the bank file with a name that includes the run date. The Vendor file will display like the system laser checks in the stub/check/stub format. This can be given to Installers to act as a pay stub if any are set up on EFT.
At the Did Check Print OK? prompt, click NO for the test only! Send the test file to your bank. (Most banks will provide you with ACH test information needed for their ACH Dept.) Please Note: When live, the text file must be sent to the bank right after the EFT Transfer to ensure it goes through and because of the requirement of the Effective Date being at least one day after the current date. You may be able to do this online. Contact your bank’s ACH Dept directly regarding questions on any information they need from your business.
Once the bank verifies proper setup, you will be able to run live data. You can now finish setting up your remaining EFT Vendors. You need to do separate runs for EFT Transfers. Standard check printing should be done completely separate.
For live EFT Transfers:
- After clicking the Run button you will get the standard “Printing Complete” followed by the question asking if the checks printed correctly. If you Did Not get both files, they did not print correctly and you should answer NO, otherwise select YES.
- After saving the text file, it must be uploaded to the bank to complete the transaction. If for some reason you did not save the file, a copy is also saved locally in the acuthin folder.