Print Checks
The Print Checks screen displays details of check runs once payroll has been posted where users can view and print checks as well as void checks when needed. ACH files can be viewed and files downloaded.
1. From the Payroll menu, click Print Checks.
2. The Print Checks screen defaults to the Check Runs tab.
3. Select the applicable Fiscal Year from the pull-down.
Review the check run information including Date, Title, Bank Code, Bank name, Account Code, Payment Count, Document Types, E-Pay, and. the Total.
4. Click View to open two reports with created printed checks and created ACH records.
Review check information including Check #, Account, Date, EIN, Employee, Employee Address, Amount, E-Pay, and Notes.
5. Click Print to print the applicable check.
a. Click the Printer icon to print the check.
6. Click View to view check details.
![https://santarosa.focusschoolsoftware.com/dev/Modules.php?force_package=Finance&modname=pr_print_checks&check_id[]=73492343&dest=V&_FOCUS_PDF=true&download=1&type=Checks&check_run_id=73492162&page_id=16476776&src=pr](https://media.screensteps.com/image_assets/assets/004/946/886/original/e98b6a20-1f6d-47f3-9525-ecae3a436054.png)
7. To print or view multiple checks at once, select the checks by selecting the check boxes next to the checks.
To quickly select all check boxes at once or clear the selections, click Select All or Deselect All.
a. Select the type of Check Form that should be used in printing checks set up via Setup > Check Form Setup from the corresponding pull-down.
b. The Check Range number(s) are listed.
c. Click Printed Selected or View Selected.
8. Click Positive Pay to prepare a text file which is sent to the bank informing them of incoming check information; this feature helps prevent check fraud.
9. Click the Open Check Report link to open Purchasing / Accounts Payable > Check Report.
10. Click the Open Invoice Report link to open Purchasing / Accounts Payable > Invoice Report.
11. As indicated in the Files section, drag files directly into the box to attach documents or click the Select button to browse for files.
Click the Scan File button to download Dynamsoft. This is a one-time download that allows you to attach files directly from your scanner. In doing so, you will bypass saving the file to your computer first.
12. To add a comment, type the comment in the provided text box. Then, click the Post button.
Files and comments can also be added and viewed from the Check Runs tab by clicking the Files & Comments button next to the applicable check run.
Clicking the Files & Comments buttons open a pop-up window where you can view and add additional files and comments. When finished, click the white X to close the window and return to the Check Runs tab.
If payment have been made manually, they will display as Manual Payment in the E-Pay column; this column also displays whether the payment was Standard ACH.
1. From the Payroll menu, click Print Checks.
2. The Print Checks screen defaults to the Check Runs tab.
3. Select the applicable Fiscal Year from the pull-down.
Review the check run information including Date, Title, Bank Code, Bank name, Account Code, Payment Count, Document Types, E-Pay, and. the Total.
4. Click View to open two reports with created printed checks and created ACH records.
Review check information including Check #, Account, Date, EIN, Employee, Employee Address, Amount, E-Pay, and Notes.
5. Select the check(s) to be voided.
To quickly select all check boxes at once or clear the selections, click Select All or Deselect All.
6. Click Void Selected to void the selected checks.
7. To void the selected checks, complete the displayed pop-up window by entering the Reason for the void(s).
8. Select the Void Invoices check box to void the invoices as well as the check(s).
9. If you select Void Invoices, you can also select the Edit Invoices check box to void the check, then edit the invoices.
10. If you select Void Invoices, you can also make changes to the original purchase order by selecting the Re-open Purchase Orders check box.
11. If you are voiding a check from previous fiscal years, you have the option to Create reversal journal entries by selecting the corresponding check box. Note: When Create reversal journal entries is selected, an “AP Void Check Encumbered” journal entry is not created. Select the applicable Debit Account and Credit Account from the corresponding pull-downs.
12. Click Void Check to apply changes or click Cancel to return to the View Check Run tab with no changes made.
You are required to Create reverse journal entries prior to voiding a check for a previous fiscal year.
The ACH tab allows users to review and run an ACH file for direct deposits. This tab displays payments for employees that have been designated for direct deposit; it also shows current and previous ACH deposits.
1. From the Payroll menu, click Print Checks.
2. The Print Checks screen defaults to the Check Runs tab.
3. Select the applicable Fiscal Year from the pull-down.
Review the check run information including Date, Title, Bank Code, Bank name, Account Code, Payment Count, Document Types, E-Pay, and. the Total.
4. Click View to view created ACH records.
The ACH section displays payments for employees that have been designated for direct deposit as well as current and previous ACH deposits.
5. To view additional details and download the ACH file for the check run, click the ACH tab.
6. Select the applicable Fiscal Year from the pull-down.
7. Click the Download button to save the ACH file that will be sent to the bank. Send the ACH PDF file to the bank either via fax, email, or methods agreed upon with the bank.
a. Upon clicking the Download button, a pop-up window displays. Enter the effective date and click OK to download the file. You can also click Cancel to cancel the download and return to the ACH tab. The bank will then initiate the direct deposit on the arranged date.
8. Click Email Vendors to send an email to all applicable vendors informing them that the direct deposit is selected to be sent on the entered date.
a. The Send ACH Email to Vendors pop-up window displays. Review the default message and make any necessary edits. The Available variables are listed at the bottom of the screen. Once the message has been reviewed and/or edited, click Send to send the email. You can also click the white X to close the pop-up window without sending emails.
If there are multiple pages of data, click the Prev and Next buttons to sift through pages. You can also enter a number in the Page text box to jump to a page.
Click the Excel icon in the Export section to export the table of data to an Excel spreadsheet, which can then be saved to your computer.
Click the Printer icon to print the table of data.
Click the Filters button to filter data and apply filter rules.
a. To add more than one filter to a column, click on the green plus sign.
b. To delete an added filter, click on the red minus sign.
c. Select the gray arrow for additional filtering rules.
For more information on how to use the Filters feature, see the Filters document.
Click on any of the headers to sort data. Click once for ascending results; click twice for descending results.
At any point while on the Checks screen, you have the ability to search for checks by typing the check number in the Look up check # text box and pressing the Enter key. You can add the applicable bank as an additional filter from the for bank pull-down.
