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- # of Checks: This field auto-populates to display the number of checks for processing.
- Batch ID: Select the batch the payments for processing belong in. This field auto-populates to include the “Batch” selection created in the Settlement Balance list view.
- Checkbook: Select the checkbook from which to make the payments. This field defaults to the checkbook ID indicated on the “Default Checkbook ID” Purchasing preference. The selected Checkbook will auto-populate the Next Check #.
- Check #’s From/To: This field auto-populates to display the check numbers that will appear on the processed checks.
- Check Date: This field defaults to today’s date but can be edited. In order to print and approve the check(s), the check date must reside within an open fiscal period.
- Next Check #: Displays the next check number available. This field auto-populates but can be edited. In order to print and approve the check(s), the check number must not have been previously used for a printed check.
- Status: This field auto-populates to display the status of the payments including: New, Printed, Approved, and Void.
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- Amount: Enter the amount to be paid to the “Payee.” This field defaults to the total “Payment” amount entered for the vendor but can be edited. Negative amounts are not permitted and entering a $0 amount or deleting the amount and saving will removed the line item.
- Description: Enter the description to appear on the check. This field defaults to “Settlement” but can be edited.
- Payee: Enter the name to appear on the check. This field defaults to the Vendor’s name but can be edited.
- Vendor: Select the vendor for which the payment is being made. This field defaults to the vendor a payment was entered for but can be edited. This field is required to save the check.
To create more checks than those that display, click the “New” toolbar icon. This will open five new rows for data entry. If a “Payment” was not entered for a vendor in the Settlement Balance list view, a payment can still be created in the Process Checks window by creating a new line for the vendor.
Multiple checks may be created for a single vendor with different payees. To do so, select the same vendor for each additional check and change the “Payee” field to reflect the name that will be printed on the check.
Multiple checks may also be entered for different vendors within the same batch.
Once all desired payments have been entered, click the “Save” toolbar icon. This will update the header data fields.
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To print the created checks to the screen for review or to print, click the “Print” toolbar icon. This will open the created check(s) ready for print. Once printing, saving, or exiting the printed checks, the Process Checks window will appear with an updated status of “Printed,” all uneditable fields other than the Batch ID field will no longer be editable and the following toolbar icons will display: Check Approval, Approve, and Void.
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