The Check Report screen houses the Check Report, the Check Line Report, and the Check Allocation Report. Each of these reports contains check information, such as check name, number, batch, vendor, and more.
1. In the Purchasing/Accounts Payable menu, click Check Report.
2. To generate the Check Report, Check Line Report, or the Check Allocations Report, click the corresponding tab.
3. Before generating the report, be sure the correct fiscal year is selected from the pull-down. The fiscal year defaults to the current year.
4. Start by selecting the type of checks to include in the report by selecting the applicable check boxes, such as Reconciled, Not Reconciled, Voided, Not Voided, Standard, Electronic, ACH, Manual, and/or Filler.
5. Select the Internal Accounts check box to include checks that were run from an internal account.
6. Select the Revenue check box to include checks that were run from a revenue account.
7. To include a specific range of check numbers, enter the beginning Check # (from) in the text box and an ending Check # (to) in the second text box.
Entering positive check numbers will pull positive and negative check numbers.
8. To include checks created over a specific date range, enter the beginning Check Date (from) in the text box and an ending Check Date (to) in the second text box.
9. To pull checks as they pertain to specific check batches, select the batches from the Check Batch pull-down.
10. To pull checks linked to a specific Vendor, select the vendor from the corresponding pull-down.
11. To pull check linked to a specific Bank, select the bank from the corresponding pull-down.
12. To pull checks posted by a specific user, select the user from the Check Poster pull-down.
13. To pull checks based on a specific Amount, enter the applicable amount in the text box.
14. To include a specific range of invoice numbers as they pertain to checks, enter the beginning Invoice # (from) in the text box and an ending Invoice # (to) in the second text box.
15. To include checks are they pertain to invoices created over a specific date range, enter the beginning Invoice Date (from) in the text box and an ending Invoice Date (to) in the second text box.
16. To pull checks as they pertain to a specific Invoice Batch posted by a specific user, select the user from the Invoice Batch Poster pull-down.
17. To include checks based on a range of linked purchase order numbers, enter the beginning PO # (from) in the text box and an ending PO # (to) in the second text box.
18. To pull checks as they pertain to specific purchase orders by name, enter the Draft Name of the purchase request/order in the text box.
19. To include checks are they pertain to purchase orders requested over a specific date range, enter the beginning Request Date (from) in the text box and an ending Request Date (to) in the second text box.
20. To pull checks as they pertain to purchase orders requested by a specific user, select the user from the Requester pull-down.
21. To filter the Check Report based on accounting strip elements, such as a specific Fund, Facility, etc., enter the element code in the applicable text box. You can filter by as many elements as needed.
To conduct a search of accounts, click Account Lookup. This opens a pop-up window giving you the ability to search through all available elements and corresponding codes and descriptions.
21. When all of the report criteria has been entered and/or selected, click Run Report.
You have the ability to save your report before or after running the report.
a. Click the floppy disk icon to name and save the report.
b. You can also click the Trash Can icon to delete saved reports.
c. To edit a Report Name after saving, select the report, then click the Blue Arrow next to the Trash Can.
d. In order to generate a saved report, from the Check Report screen, select the saved report from the pull-down; your report will generate automatically.
The Check Report displays the following columns: Internal indication, Fiscal Year, Check Date, Check #, check Batch, Vendor, Vendor #, E-Verify, Bank, PO #(s), Type of check, E-Pay (Manual, ACH, etc.), check Created By, Reconciled/Cleared indicator, Voided date, check Memo, 1099 Eligible, W9 Eligible, check Amount, MJ #, and MJ Source & Amount.
The Check Line Report displays all of the same columns as the Check Report, but also includes an Invoice Date column, and an Invoice # column.
The Check Allocation Report contains all of the same columns as the Check Line Report, but also contains Accounting Strip elements for each check by invoice, such as Fund, Function, Facility, etc., and the Debit Account and Credit Account.
The E-Verify column indicates whether E-Verify authorization has been obtained to accommodate Florida law regarding contractors doing business with the school district. E-verification is documented via Vendors/Customers > Current Contact tab > General section.
Click the Check # to open Purchasing/Accounts Payable > Checks > View Check Run tab.
Click the PO # to open Purchasing/Accounts Payable > Purchase Requests/Orders > Current Request tab.
Click the MJ # to open Budgeting/General Ledger > Manual Journals.
Click the Invoice # to open Purchasing/Accounts Payable > Invoices > Invoice Lookup tab.
The columns displayed are included in the report; however, if you find specific columns unnecessary, you can remove columns by clicking Toggle Columns. To hide a column from the report, clear the selected check box. To include the column, select the check box.
The grand total Amount is listed at the bottom of the report. The first row lists the Page Total, the second row lists the Grand Total.
Use the Filter text box located in select pull-downs to quickly find a selection. Begin typing the name or number of the data in question to pull it to the beginning of the list.
Select the Exact filter check box to filter the results to match the text entered exactly.
Click Check all to select all options in the pull-down. Click Clear to remove any selections made in the pull-down.
To navigate through the listed pages, click the Prev and Next buttons. To jump to a specific numbered page, type the number in the page text box and press Enter.
Click the Excel icon in the Export section to export the report to an Excel spreadsheet, where it can then be saved to your computer.
To print the report, click the Print icon in the Export section.
Click Filters to further breakdown your report without having to change the report criteria and rerun the report.
a. To add more than one filter to a column by clicking the green plus sign.
b. To delete an additional filter, click the red minus sign.
c. For additional filtering options, click the gray arrow for a filter pull-down.
See Filters for more information.
The Page Size determines the numbers of results displayed per page. To customize the Page Size, click the field and enter in the desired amount, such as 20.
You can sort data by clicking on any of the headers. Click once for ascending results; click twice for descending results. In the image displayed, Check Date has been clicked once.
