6Check Processing
Option 3Checks Creation
Use this function to create the check records for the current check cycle. The check records can be reviewed prior to printing the checks. Ranges of check records can be deleted and/or renumbered, if necessary. The entire check cycle can be cleared and restarted, if necessary, using the ‘Clear All Checks and Restart’ function. See Appendix B for more information. The following processing steps accomplish this job.
- Step 1This function is used to enter the Cash Disbursements cash account number, maximum check amount, check date, following check printing date, starting check control number, operator ID, and post month and year prior to creating a control group of checks. A check is created for each vendor that has one or more invoices with an appropriate pay status and due date. A separate check is created for each miscellaneous vendor/apply to combination.
On the following pages, the screen displayed by this function is shown.
The screen shown below allows you to enter information required to determine which checks are created.
Checks Creation screen
Data items for the preceding screen are described below:
- Cash Account
Upper case, up to 12 characters Required Scan available
Enter the number of the cash account from which the checks are to be paid. The cash account identified in the Parameters file is displayed but may be changed. If General Ledger is part of your system, the account number must be on file in the Chart of Accounts file. The system displays the account description so you may verify your entry.
If any of the invoices are to be paid from a different cash account, isolate these payments on a separate check run by editing the pay status of the vendor or individual invoices.
- Maximum Check Amount
Number, up to 7 digits and 2 decimals
The Maximum Check Amount is displayed from the Parameters file; you may override the default. No check exceeding this amount is created during the Checks Creation process or extended for payment on the Cash Requirements Report.
- Check Date
Date (YMD) Required
Enter the date of this check run. The Check Date entered for the last Cash Requirements Report printed is displayed for the Checks Creation function.
- Following Check Printing Date
Date (YMD) Required
Enter the date of the next check printing session. The system uses this date in determining which invoices need to be paid during the current check run and which can wait to be printed during the next check processing cycle. The Following Check Printing Date entered for the last Cash Requirements Report printed is displayed for the Checks Creation function.
- Starting Check Control No
Positive number, up to 9 digits
Enter the first number that you want the system to print on the check stock. The system increments this number by 1 for each succeeding check. If your parameter selection for ‘Check Control Same as Stock No’ is ‘Y’, this number should be the check stock number of the first printed check. If you parameter option is ‘N’, the Check Control Number need not match the Check Stock Number. In this case, you may use any number you wish to track the checks through the processing cycle.
In general, Check Processing is simpler if the Check Control Number and the Check Stock Number are not required to be equal.
- Description
Alphanumeric, up to 30 characters
Describe this group of entries.
- Check Printing Sequence
Upper case, 1 character Letters only Valid: N, A Required
Choose the order in which you want the checks created and printed. You can create the checks in the following orders:
- N
- Vendor Number - Using this option, a check for Vendor Number 5090 would print before a check for Vendor Number 5091.
- A
- Vendor Alpha - Using this option, a check for Vendor Alpha “JOHNS” would print before a check for Vendor Alpha “JONES”.
- Operator ID
Upper case, up to 3 characters Required
The system displays the operator ID entered at logon. To create the checks using a different operator ID or to print another operator’s group of checks, change this field.
- Control No
Positive number, up to 4 digits
A sequential number is supplied to identify this group of checks. This number is printed on the journal, tracked on the Transaction Control file, and if General Ledger is part of your system it is posted to General Ledger for detail accounts. Although this number need not be exactly sequential, the number itself is important as a part of your audit trail.
For check printing, supply the number of the control group you want to print.
- Post Month
Upper case, up to 2 characters Letters and numbers only Valid: 01, 02, 03, 04, 05, 06, 07, 08, 09, 10, 11, 12, 13, EY Required
Identify the month to which these checks are to be posted. The current month defined in the Parameters file is supplied. If you want to post to a prior or future month, you can change it. If you system is based on 12 accounting periods, enter the calendar month; if you are using 13-period accounting, enter the fiscal period. Your options are:
- 1
- 13: Calendar month, or fiscal period if you are using 13-period accounting
- EY
- End of year
- Post Year
Positive number, up to 2 digits
Enter the year to which these checks are to be posted. If you are using 12-month accounting, this is the calendar year; if you are using 13-period accounting, this is the fiscal year. The year defined in the Parameters file is supplied; if you want to post to a prior or future period, you can change it.
- Retention Account Number
Upper case, up to 12 characters Scan available
The system displays the retention account number established in the Parameters file. You may change this entry. If the invoice includes retention, the amount retained upon payment of the invoice will be credited to this account. If no retention is recognized, this entry is ignored. If the General Ledger application is part of your system, the account number must be on file in the Chart of Accounts file. The system displays the account description so you may verify your entry.
The entered data is validated. During validation, including access to other files, conditions may be found which cause messages to be displayed. Errors (E), Warnings (W), and Messages (M) that may result are shown below:
Press ENTER to display system-supplied information and then press ENTER again to save the information on this screen.
- Step 2In preparation for performing a sort/selection process on the Unpaid Invoices information, this step provides sequencing of data records by Vendor, Apply To and Invoice Type, with no option to change the sequence at run time. Selection of data records is provided by Vendor, Vendor Alpha and Vendor Type, with the option to enter user-specified comparisons at run time.
- Step 3In preparation for performing a sort/selection process on the Unpaid Invoices information, this step provides sequencing of data records by Vendor Alpha, Vendor, Apply To and Invoice Type, with no option to change the sequence at run time. Selection of data records is provided by Vendor, Vendor Alpha and Vendor Type, with the option to enter user-specified comparisons at run time.
- Step 4This disposition type is used for all posting functions.
- Step 5According to previously specified criteria, this step actually performs the desired selection and/or sorting process.
- Step 6According to previously specified criteria, this step actually performs the desired selection and/or sorting process.
- Step 7This step processes the information for Unpaid Invoices. Updates to certain fields in the Unpaid Invoices and Vendors files will occur.
- Step 8This step processes the information for Unpaid Invoices. Under certain conditions, records in the Disbursements Control Groups, Vendors, Disbursements and Disbursements Line items files will be added. Updates to certain fields in the Disbursements Control Groups and Vendors files will occur.