Ideal Online Documentation

24558 A/P PROCESSING
AP2-11 Print Cheques

 

PURPOSE

 

This program is used to print cheques for invoices currently outstanding on the system.

 

Cheques will be printed for a certain cut off date. This can be either the due date or the discount date. It is strongly recommended that you print a preliminary cheque register prior to printing cheques to avoid issuing cheques for invoices that you do not yet wish to pay.

 

Invoices that are not to be included in a cheque print can be excluded by changing their due date or discount date or putting the invoice on hold through the invoice maintenance program.

 

Cheque Printing is accessed from:

  • Accounts Payable Processing menu

 

PROCEDURE

 

Select Print Cheques from the Accounts Payable Processing menu.

 

Ensure that you select the same options for cheque printing that you selected for the preliminary cheque register. Otherwise you may select or deselect invoices differently.

 

 

CHEQUE DATE
ENTER 'Y' TO ASSIGN CHEQUES WITH DATES ACCORDING TO SELECTION TYPES
'CR' TO ASSIGN DATE.

 

Enter the date you want to appear on the cheques

 

The system will allow past or future dated cheques.

 

 

[Enter] for current system date.

 

"Y" to print cheques with variable dates.

 

Dates on each cheque will be based on the selected invoice dates.

 

 

SELECTION TYPE

 

"1", "2" or "3" to indicate the selection type:

 

1. BASED ON DISCOUNT DATE

2. BASED ON DUE DATE

3. IMMEDIATE INVOICES ONLY


[F1] to access invoice maintenance to flag invoices for immediate pay.

 

You are taken directly to the Invoice Maintenance program where you can flag supplier invoices for immediate pay (see 24552). Once you exit the invoice maintenance program after changing invoices to immediate pays, you can then choose "Immediate Invoices Only" for cheque processing (selection 3 above).

 

 

SELECTION DATE

 

Enter the cut off date.

 

This can be either the discount date or the due date; this field is bypassed if the Selection Type is immediate invoices only.

 

 

CURRENCY CODE

 

Enter the currency code for which you want to print cheques.

 

ENTER FIRST PRE-PRINTED CHEQUE NUMBER

 

Enter the number of the first cheque to be printed.

 

[Enter] to accept the displayed cheque number.

 

The program displays the "next" cheque number to be printed. This number is incremented by one from the last cheque number that was printed.

 

 

EXCLUDE IMMEDIATES

 

If you selected 3 for the selection type above, this field defaults to "N", otherwise enter "Y" or "N" to exclude or not exclude invoices flagged for immediate payment from printing.

 

REMITTANCE SUMM
ENTER 'Y' TO PRINT REMITTANCE SLIP SUMMARIES FOR CHEQUES WITH MORE
INVOICES THAN FIT ON ONE CHEQUE.

 

"Y" to print extended remittance summaries.

 

"N" to not print extended remittance summaries.

 

Example A/P cheque printing data entry display:

┌────────────────────────────────────────────────────────────────────────────────┐
│Oct14/99 Tc             ***** A/P CHEQUE PRINTING *****                  3PCPF1 â”‚
│                                                                                â”‚
│          COMPANY NUMBER      01  D E M O   C O M P A N Y                       â”‚
│          REFERENCE NUMBER    0001                                              â”‚
│                                                                                â”‚
│          CHEQUE DATE         Oct14/99                                          â”‚
│          SELECTION TYPE      2         BASED ON DUE DATE                       â”‚
│          SELECTION DATE      Oct14/99                                          â”‚
│          CURRENCY CODE       CN        CANADIAN FUNDS                          â”‚
│          FIRST CHEQUE NUMBER 256                                               â”‚
│          ExCLUDE IMMEDIATES  N                                                 â”‚
│          BUYING GROUP        I                                                 â”‚
│          REMITTANCE SUMM     Y                                                 â”‚
│                                                                                â”‚
│          Selection Types                                                       â”‚
│          1. BASED ON DISCOUNT DATE                                             â”‚
│          2. BASED ON DUE DATE                                                  â”‚
│          3. IMMEDIATE INVOICES ONLY                                            â”‚
│                                                                                â”‚
│** PRESS CR TO CONTINUE; F3 TO RE-ENTER; F4 TO END:                             â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

** PRESS CR TO CONTINUE; F3 TO RE-ENTER; F4 TO END:

 

[Enter] to continue to print menu.

 

[F3] to re-enter data fields.

 

[F4] to exit to menu.

 

You are taken directly to the print menu.

 

┌────────────────────────────────────────────────────────────────────────────────┐
│07/25/96                 ***** A/P CHEQUE PRINTING *****                        │
│                                                                                â”‚
│** MAKE SURE PRINTER IS READY BEFORE PRESSING CR .....                          â”‚
│                                                                                â”‚
│1. PRINTER NAME ................................. LP1  OKIDATA                  â”‚
│                                                                                â”‚
│2. CHARACTERS PER INCH ? (10,12,17) ............. 10                            â”‚
│   SINGLE OR DOUBLE DENSITY ? (S,D) ............. S   SINGLE DENSITY            â”‚
│                                                                                â”‚
│** PRESS CR TO SET PRINTER, OPTION# TO CHANGE, F4 TO END (BYPASS): _            â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** PRESS CR TO SET PRINTER, OPTION# TO CHANGE, F4 TO END (BYPASS):

 

"1" to change printer.

 

"2" to change print appearance.

 

Cheques are usually printed at 10 characters per inch.

 

 

[Enter] to print the cheques.

 

[F4] to bypass printing and return to menu.

 

** PRESS 'T' TO PRINT TEST PATTERN; 'C' TO COMMENCE PRINTING; F4 TO END:

 

"T" to print a test pattern.

 

Doing so allows you to cconfirm that the cheque forms are aligned properly in the printer. You are returned to this prompt after testing.

 

 

"C" to print cheques.

 

[F4] to cancel printing and exit to menu.

 

After the cheques are printed the following prompt appears.

 

ARE CHEQUES PRINTED O.K. Y/N:

 

"Y" to continue and print the cheque register.

 

You are taken to printer selection again where you will print a list of the cheques just printed and then given the option to update the cheque run.

 

 

"N" no, cheques did not print correctly, try again.

 

The most common problems involve paper jams or cheque forms incorrectly oriented in the printer.

 


When you select "N" to print again, the following prompt will display.

 

IS THIS A RESTART Y/N:

 

"Y" to reenter selection options and reprint ALL the cheques.

 

"N" to allow you to reprint only some of the cheques.

 

This is based on the last cheque that printed correctly, the following prompt will display.

 

ENTER THE SUPPLIER CODE FOR THE LAST CORRECT CHEQUE:

 

Enter supplier code on last correctly printed cheque.

 

Cheques will only be printed for those suppliers that come AFTER this supplier code.