View Check Status and Payment Details

Access

Use this inquiry to display information on checks for a specified bank, check run date, and time. This is a read-only version of the Select and Approve Bills for Payment routine. You can specify a check run to view, but you cannot edit any other fields.

Header Area

Use this area to specify the check run record you want to view.  

BankEnter the bank for which you want to view a check run.  If you click on the Arrow, a list of valid banks appears from which you can choose.  Once you select a bank for which one or more check runs exist, the Date field activates.

DateOnce you select a bank for which one or more check runs exist, this field activates. If only one check run exists for the bank, the date of that check run appears and information for that check run appears on the screen.

If multiple check runs exist, click on the Arrow to select the date on which the check run you want to view occurred. If multiple check runs exist for the date you select, the Time field activates and you must select a specific check run from the Time field.



 

TimeFor check runs using the same bank and check date, unique times of day allow you to distinguish the check runs.

If only one check run exists for the selected date, the time of the check run appears and this field inactivates.  If more than one check run exists for the date, click on the Arrow to display all check runs for the selected date and then select from the list that appears.

Status

The documentation below describes the entry version of the routine, and appears here for reference purposes only.  

Bill Selection

Use this tab to specify AP bill selection criteria for approval and check printing.  

VendorSpecify one or more vendors for whom you want to create a check run. If you click on the Search button, the Vendor Cross Reference window appears from which you can choose. If you click on the Action button, the Multiple Vendor Selection Window appears from which you can choose. If leave the field blank, you select all vendors.  If you select all vendors, all vendors are eligible for selection regardless of their Check Print Bank.  This field is inactive if you specify one or more Vendor Classes.

Vendor ClassSpecify one or more vendor classes for which you want to create a check run.  If you click on the Search button, a list of vendor classes appears from which you can choose.  If you click on the Action button, the Multiple Vendor Class Selection Window appears from which you can choose. If you leave the field blank, you select all classes.  If you select one or more vendors at the Vendor field, this field inactivates.

Payments to Include

Select the bill types you want to include in the check run. You have the following options:

• Merchandise

• Expense

• Freight

• Direct Ship

• Customer's Own Material  

• Special order Non-inventory

• Customer Refund

Credits to Include

Select the credit types you want to include in the check run. You have the following options:

• Merchandise

• Expense

• Freight

• Vendor Receivable

• Service Warranty

• Adjusted Inventory

Payment Date

Select the payment dates you want to include in the check run. You have the following options:

Type

Start  Select the start date of the range of payment dates for the check run.  Based on payment date type defined at the Type field, the program selects all AP bills with a date on or after the specified date.  If you leave this field blank, the program assumes the earliest possible date.

CutoffSelect the cutoff date of the range of payment dates for the check run.  Based on payment date type defined at the Type field, the program selects all AP bills with a date on or before the specified date.  

Bills With Terms OnlyTo include only bills with terms discounts specified, check the box. Otherwise, leave the box blank.

Always Take TermsTo accept the terms discount on all selected bills regardless of whether the payment date falls within the terms period, check the box. Otherwise, leave the box blank.

Select BillsTo perform the initial selection of AP bills for approval, click on this button.  A message appears indicating the number of bills selected for processing. If you click OK, the Bill Approval tab appears.  You can also use this button to select bills if the check run status is Pending (that is, not printed).

Note that if you re-select bills, the program overwrites all existing selections and approval information.  A warning message appears.

You can click on the Save button anytime after the initial selection of AP bills.  The program saves the AP Check Run record with a Pending status.  You can re-access at any time to continue the check run.

Bill Approval

This tab displays a grid of all AP bills selected based on the criteria specified on the Bill Selection tab.  Bills sort by Vendor Class, Vendor Remit-to, Bill Type, and either Due Date, Discount Date, or Anticipated Pay Date.  The grid contains the following columns:

• Bill - AP bill key

• Vendor - Vendor key

• Remit-To - Remit-To name

• Bill Type – Short description

• Date

o Due Date - Appears if selected using Due Date or Terms Date

o Anticipated Pay Date - Appears if selected using Anticipated Pay Date

• Amount Due - Signed, credits are negative

• Discount – Signed, always negative

• Approved - Signed, credits are negative

If you click on the Approved column, you can edit the Approved amount with any value including zero (which in effect deletes the bill from the grid).  

Changes to remit-to information can result in new checks and/or the consolidation of existing checks.  If you change the check print bank for an AP bill, the program removes the AP bill from the process.

Check Review

This tab displays a grid of AP checks for printing based on approved bills from the Bill Approval tab.  AP bills with the same vendor and vendor remit-to are automatically consolidated into single checks.  Customer Refund AP Bills are never consolidated.  Checks are sorted by vendor remit-to, vendor, and payment register key.  The grid contains the following columns:

• Reference - Payment Register key.  For pending check runs where an AP Payment Register key has not yet been assigned , a temporary reference will be assign as illustrated.

• Remit-To – Remit-to Name

• Vendor – Vendor Name

• Amount - Check Amount

• Status

o Pending – in process, not yet printed.

o Printed

o Reconciled

o Voided

• Check – Check Number (Printed status only)

If you double click on a grid item, you access the Payment Register Maintenance Screen.  

Print ChecksTo print all checks approved for the current check run, click on this button.  The Print Checks routine appears.