Set Up and Print an AP Check Run
The focus of this article is on the AP Disbursement process.
The Print Checks area allows you to print out checks to pay AP Disbursements, Payroll or Quick Checks.
The outline of the steps for printing a run of AP Checks looks like this:
- Enter & Post Vouchers for Vendor Invoices using the AP, Open Payment Type.
- Mark the Disbursements to be paid. (Alternatively, this step can be bypassed by using the AP, Marked to Pay Payment Type.)
- Print and review the AP Check Journal.
- Print the AP Checks.
- Confirm that the AP Check were printed OK. If not, either Reprint them or Void them and start over.
- Post the Disbursements.
1. Post the Vouchers
2. Find the Disbursements created by the Vouchers.
The easiest way to find the related Disbursements is to Cross-reference to the Voucher window. The Disbursements will be in Open Status (OP).
3. Mark the Disbursements to be paid.
- Highlight the Disbursements to be paid.
- Open the Action Menu and select Make Full Payment or Make Partial Payment.
- You will be prompted to take a vendor discount. (See next screenshot.)
4. The Disbursements are ready to print.
The Disbursements will have a status of PRNT when the AP checks are ready to be printed.
5. Open the Accounts Payable ➤ Make Payments (Print Checks in AV 2015 and earlier) window.
There are at least 4 steps that need to be completed here in the Print Checks window:
- Select the Disbursement Type. For the purposes of this article will select AP Disbursement.
- Enter the Payment Source Information.
- Enter the Print Date.
- Enter the beginning check number. (This should be auto-populated based on the last check run.)
- Select which checking account from which to write the checks.
- Select the Disbursements that will be printed.
- (optional) Once you have steps 1-3 completed it is recommended to Print an AP Disbursement Journal and review it prior to printing checks. This will contain all of the information relating to the checks that were selected to be printed during this AP check run. See the next screenshot for an example of an AP Disbursement Journal.
- Print the Checks. You will be presented with the same print dialogs that you normally see when you print.
After the printing process is complete you will be presented with a window to either mark the checks OK, REPRINT or VOID them.
5.1. Definitions for some of the terminology in this window...
- Posted GL Account Balance: This includes only GL transactions that have been posted to the selected checking account.
- Current Balance: The last reconciled balance plus or minus any unreconciled check register items.
- Total Selected: The total of checks that have been selected to print for this current check run. Also, see the number of selected check in parentheses.
- Ending Balance: Current Balance minus Total Selected.
6. Mark OK, Reprint or Void the checks.
- Mark OK: the Disbursements will be changed to Ready to Post (RTP) status.
- Mark Reprint: the print dialogs will be presented once again to reprint the checks using the same check numbers.
- Mark Void: the printed checks will be voided and the last used checks number will increment.
Note: The Reprint function from this window only works if you have not clicked OK to accept the check run. If you have already accepted the check run and you need to reprint a check, see this article.
7. The Disbursements are Ready to Post (RTP)
The Disbursements are now Ready to Post (RTP). The checks will not be displayed in the Check Register until the Disbursements have been posted.
8. The Disbursements have been posted.
The status of the Disbursements will be CL after they are posted.
The checks will now appear in the Check Register and they can now be reconciled when you receive your bank statement.