IdealWare Online Users Manual

DC2-02 D/C Processing
15016 Cheque Printing

 

PURPOSE

 

The Cheque Printing program allows you to print cheques that you have specified in 15017 the Cheque Request Entry program. After completing your cheque requests you should run 15043 Preliminary Cheque Report to select the desired cheques only. Specify the same options in the Cheque Printing program that you specified in the Preliminary Cheque Report to insure that you print only the desired cheques.

 

The Cheque Printing program is accessed from:

  • Demand Cheque Processing Menu

 

PROCEDURE - BATCH CREATION/ACCESS

 

Select Cheque Printing from the Demand Cheque Processing Menu.

 

You are taken to the batch selection screen where you may create a new batch or select an existing batch for further processing. Batches are not terminal dependent. To select an existing batch for further processing see PROCEDURE - ACCESS AN EXISTING BATCH. Additional batches can be created whether or not previous batches have been updated. To update or abort a batch see PROCEDURE - PRINTING AND UPDATE. If there are existing batches the first will be displayed and you have the options of processing the displayed batch, accessing another batch or creating a new batch.

 

If you are creating a new batch, press [Enter] at the batch selection screen. This clears the display of any existing batches and assigns the next sequential batch number.

 

BATCH SELECTION SCREEN

┌────────────────────────────────────────────────────────────────────────────────┐
│Oct04/07 TF5           ***** COMMON CHEQUE PRINTING *****                3DCPF1 â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│          COMPANY NUMBER                                                        â”‚
│          SOURCE TYPE                                                           â”‚
│          REFERENCE NUMBER                                                      â”‚
│                                                                                â”‚
│          ALTER CHEQUE DATE                                                     â”‚
│          SELECTION TYPE                                                        â”‚
│          SELECTION DATE                                                        â”‚
│          COMBINE CHEQUES                                                       â”‚
│          BANK ACCOUNT                                                          â”‚
│          BATCH DESCRIPTION                                                     â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│** SPECIFY BATCH (CR=NEW BATCH; F4=END):  ____                                  â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

** SPECIFY BATCH (CR=NEW BATCH; F4=END):  ____

 

[Enter] to initiate a new batch.

 

COMPANY NUMBER

 

Defaults to the company you are working in, no input required.

 

SOURCE TYPE

 

Defaults to "DM", Demand Cheques, no input required.

 

REFERENCE NUMBER

 

Defaults to the next available batch number, no input required.

 

If you elect to create a new batch when one or more batches already exist, the screen display will default to the previous values displayed in the COMPANY NUMBER, SOURCE TYPE and REFERENCE NUMBER fields:

 

┌────────────────────────────────────────────────────────────────────────────────┐
│Oct04/07 TF5           ***** COMMON CHEQUE PRINTING *****                3DCPF1 â”‚
│                                                                                â”‚
│          COMPANY NUMBER      06                                                â”‚
│          SOURCE TYPE         DM  DEMAND CHEQUES                                â”‚
│          REFERENCE NUMBER    2140                                              â”‚
│                                                                                â”‚
│          ALTER CHEQUE DATE   N                                                 â”‚
│                                                                                â”‚
│                                                                                â”‚
│ENTER 'Y' TO ENTER A COMMON CHEQUE DATE OR 'N' TO USE CHEQUE REQUEST DATE.      â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
ALTER CHEQUE DATE N
ENTER 'Y' TO ENTER A COMMON CHEQUE DATE OR 'N' TO USE CHEQUE REQUEST DATE.

 

[Enter] to accept the default value "N".

 

"Y" to enter a common date for all cheques in batch.

 

ENTER THE DATE TO BE PRINTED ON ALL CHEQUES IN THIS BATCH

 

Enter the desired cheque date in the format MMDDYYYY.

 

[Enter] to accept the current system date. 

 

[F3] to return to the previous field.

 

"N" to use the date entered during cheque request entry for each cheque.

 

SELECTION TYPE 1

 

[Enter] to accept the default value "1".

 

"1" for selection based on cheque request date.

 

All cheques with a cheque request date on or before the selection date entered in the next field will be selected.

 

 

"2" for selection based on immediate status only.

 

Only cheques set to immediate status, regardless of request date, will be selected.

 


"3" for selection based on pre-selected requests only.

 

The Preliminary Cheque Report allows you to flag cheque requests for printing in the next cheque printing batch. Choose option #3 to select only those requests pre-selected in this manner. Set the selection date in the next field to the same date used in the Preliminary Cheque Report program.

 

 

[F3] to return to the previous field.

 

SELECTION DATE

 

Enter cutoff date in format MMDDYYYY.

 

[Enter] to accept the current system date.

 

For selection based on cheque request date all cheques with due dates on or before the date entered here will print. For all selection types the date entered here will be used to update the G/L detail file.

 

 

>>WARNING:NOT IN CURRENT PERIOD.CANNOT BE UPDATED UNTIL 200710 PRESS CR:

 

This message displays if you select a date after the current A/P period. You can proceed, but the cheques will remain in the future bucket until the specified period is initiated.

 

 

[Enter] to clear the alert.

 

>> G/L DATE CANNOT BE IN A PREVIOUS PERIOD. PRESS CR:

 

This message displays if you select a date prior to the current A/P period. You can not proceed.

 

 

[Enter] to clear the alert and reenter the date.

 

[F3] to return to the previous field.

 

COMBINE CHEQUES

 

This field defaults to the value determined by your A/P parameter setup, either a separate cheque for each request or combined cheques for all requests to the same payee. No input is required.

 

BANK ACCOUNT

 

This field defaults to the value determined by your A/P parameter setup. The field will either default to all bank accounts or require entry of a specific bank account.

 

Enter the desired bank account code, if prompted.

 

[F5] to display list of bank account codes for selection.

 

BATCH DESCRIPTION

 

Enter a description of up to 30 alphanumeric characters.

 

[Enter] to bypass.

 

[F3] to return to the previous field.


When you complete the batch header fields the following prompt displays.

 

** PRESS CR TO PROCEED WITH CHEQUE PRINTING, F3 TO RE-ENTER, F4 TO EXIT:

 

[Enter] to continue processing.

 

See PROCEDURE - PRINTING AND UPDATE.

 

 

[F3] to return to the previous field.

 

[F4] to exit to menu.

 

The information entered is discarded, no batch is created and the batch number remains available for use.

 

 

 

 

PROCEDURE - ACCESS AN EXISTING BATCH

 

Example Demand Cheque Batch Header display:

┌────────────────────────────────────────────────────────────────────────────────┐
│Oct02/07 TF5           ***** COMMON CHEQUE PRINTING *****                3DCPF1 â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│          COMPANY NUMBER      06  THE IDEAL COMPUTER GROUP INC.                 â”‚
│          SOURCE TYPE         DM  DEMAND CHEQUES                                â”‚
│          REFERENCE NUMBER    2139                                              â”‚
│                                                                                â”‚
│          ALTER CHEQUE DATE   N                                                 â”‚
│          SELECTION TYPE      1  BASED ON CHEQUE REQUEST DATE                   â”‚
│          SELECTION DATE      Sep30/07                                          â”‚
│          COMBINE CHEQUES     N  PRINT A CHEQUE FOR EACH REQUEST                â”‚
│          BANK ACCOUNT        ALL BANK ACCOUNTS                                 â”‚
│          BATCH DESCRIPTION   PAYOFF CURRENT SUPPLIERS                          â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│** SPECIFY BATCH (CR=NEW BATCH; F1=START; F2=NExT; F4=END):  ____               â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** SPECIFY BATCH (CR=NEW BATCH; F1=START; F2=NEXT; F4=END):  ____

 

[Enter] to start a new batch.

 

See PROCEDURE - BATCH CREATION/ACCESS

 

 

[F1] to process displayed batch.

 

(1) RE-PRINT CHEQUES
(2) ABORT ONE CHEQUE
(3) ABORT CHEQUE BATCH
(4) PRINT REGISTER
** ENTER SELECTION (ENTER='1'): 1

 

[Enter] to accept the default value "1".

 

"1" to print cheques.

 

**PRESS CR TO PROCEED WITH CHEQUE PRINTING,F3 TO RE-ENTER,F4 TO EXIT:

 

[Enter] to continue processing.

 

See PROCEDURE - PRINTING AND UPDATE.

 

 

[F3] to return to the previous field.

 

[F4] to exit to menu.

 

The batch remains open and available for processing.

 

 

"2" to abort one cheque in batch.

 

Select this option when one or a few cheques did not print correctly due to a paper jam, out of forms, etc. Aborted cheques are removed from the printing batch, but remain as cheque requests. You must abort cheques from the batch one at a time, so if more than a smalll number need to be reprinted it may be preferable to abort the entire batch and try again. However, if you've just printed 100 cheques and ran out of forms for the last 10, then you'd probably want to abort only the last 10 and reprint them, rather than discard the 90 good cheques.

 

** ENTER THE CHEQUE NUMBER TO ABORT: ______

 

Enter the cheque to abort.

 

There is no F5 option to display printed cheques for selection, so you must use the printed cheques and/or registers to determine cheque numbers. If you print the batch registers with the intent to reprint some or all of the cheques, select batch option "C".

 

 

** ABORT THIS CHEQUE ? (Y/N):

 

"Y" to abort the cheque.

 

The cheque is removed from the batch and you are returned to the batch header screen. Repeat the procedure to abort additional cheques.

 

 

"N" to not abort the cheque.

 

You are returned to the "cheque number to abort" prompt.

 

 

[F3] to return to the previous field.

 

[F4] to exit to menu.

 

The batch remains open and available for processing.

 

 

"3" to abort the entire batch.

 

Select this option when a large proportion of cheques in the batch did not print correctly for some reason. It's much faster to abort the entire batch and try again, than to remove cheques one at a time from the batch and reprint them in a subsequent batch.

 

** ABORT WHOLE CHEQUE BATCH ? (Y/N): N

 

[Enter] to accept the default value "N".

 

"Y" to abort the batch.

 

The batch is aborted without further warning and you are returned to the menu.

 


"N" to not abort the batch.

 

You are returned to the previous prompt.

 

 

"4" to print the batch registers.

 

See PROCEDURE - PRINTING AND UPDATE.

 

 

[F3] to return to the previous field.

 

[F4] to exit to menu.

 

The batch remains open and available for processing.

 

 

[F2] to display next batch, if any.

 

[F3] to display the previous batch, if any. 

 

[F4] to exit to menu.

 

The batch remains open and available for processing.

 

 

 

PROCEDURE - PRINTING AND UPDATE

 

After creating a new batch or accessing an existing batch, when you elect to proceed with cheque printing, the following prompt displays.

 

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

 

[Enter] to accept the default value "C".

 

"T" to print a test pattern.

 

Select this option if printing to a new cheque format to confirm alignment. After printing the pattern you are returned to this prompt.

 

 

"C" to print cheques.

 

The printer selection screen displays.

 

 

[F4] to exit to menu.

 

The batch remains open and available for processing.

 

 

PRINTER SELECTION & CONFIGURATION

┌────────────────────────────────────────────────────────────────────────────────┐
│08/14/07                *****  PRINTER SELECTION  *****                         │
│                                                                                â”‚
│                                                                                â”‚
│** MAKE SURE PRINTER IS READY BEFORE PRESSING CR .....                          â”‚
│                                                                                â”‚
│1. PRINTER NAME ................................. P1  OKIDATA 390               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 printers.

 

"2" to change the CPI and/or print density.

 

[Enter] to print.

 

[F4] to not print and exit to the menu.

 

[F5] to display a list of printers for selection.

 

After printing the cheques, the following prompt displays.

 

** ARE CHEQUES PRINTED OK ? (Y/N):

 

"Y" to confirm that all cheques printed correctly.

 

The print selection screen is displayed again and you have the option of printing the batch registers. After printing the registers you have access to the batch options menu.

 
┌────────────────────────────────────────────────────────────────────────────────┐
│08/14/07                *****  PRINTER SELECTION  *****                         │
│                                                                                â”‚
│                                                                                â”‚
│** MAKE SURE PRINTER IS READY BEFORE PRESSING CR .....                          â”‚
│                                                                                â”‚
│1. PRINTER NAME ................................. P1  OKIDATA 390               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”‚
│                                                                                â”‚
│ CR=PRINT THE REGISTER TO THE PHYSICAL PRINTER AND STORE IT ON DISK,            │
│ F1=PRINT THE REGISTER TO THE PHYSICAL PRINTER ONLY.                            │
└────────────────────────────────────────────────────────────────────────────────┘
CR=PRINT THE REGISTER TO THE PHYSICAL PRINTER AND STORE IT ON DISK,
F1=PRINT THE REGISTER TO THE PHYSICAL PRINTER ONLY.

 

The printer selection defaults to the same printer that printed the cheques. If you have a dedicated cheque printer with cheque forms loaded, you must change the printer to avoid printing the registers onto cheque forms.

 

 

[Enter] to print to selected printer.

 

If your system is configured for "Paperless Audit Trail" this will print the registers to the archive printer as well.

 

 

[F1] to print to the selected printer only.

 

"N" to reprint cheques in the batch.

 

You are returned to the batch header screen where you can abort individual cheques or the entire batch as described above.

 

 


PROCEDURE - BATCH OPTIONS MENU

 

After printing cheques and registers the batch options menu displays.

 

** ENTER OPTION.....   REPRINT; CHEQUE PRINTING; UPDATE; ABORT; END:

 

"R" to reprint the batch registers.

 

You are returned to the register print screen.

 

 

"C" to reprint the cheques.

 

You are returned to the batch header screen.

 

 

"U" to update the batch.

 

The batch is updated without further confirmation and all printed cheque requests removed.

 

 

"A" to abort the batch.

 

The batch is aborted without further confirmation. The cheque requests remain outstanding for processing.

 

 

"E" to end.

 

You are returned to the menu. The batch remains open and available for processing.