Check Preparation

Use the Check Preparation command to create check payments to vendors or employees.

On the Vendor/Payables menu, click Check Preparation.

The fields and features of the Select Batch – Vendor Payables dialog box are described in the table below.

Field/Feature	Function
Payment Batch tab	Holds basic information regarding the selected batch, and can be used to perform actions on the batch.
New	Enter a new batch
Edit	Edit an existing batch
Kill Batch	Cancel the batch
Reprint	Reprint un-posted checks
Update Batch	Update the date and period of the selected batch.
Preview	Preview the printed check
Print Journal	Print the memo report journal
Print Checks	Print the check run
Remit Adv	Print a remittance advice for each check printed
Post	Post the batch
Close	Close Select Batch – Vendor Payables
Filter	Filter the view of check batches. Select from: All Pending Print Printed
Show Only My Batches	Displays only those batches associated with the logged in user.
Prepared Checks tab	View and change status of prepared checks
Reinstate	Reinstate voided checks before posting
Void Chk	Void checks before posting
Edit Chk	Pending further development
Cancel Chk	Delete the check from the batch
Reset	Pending further development

Click New.

The fields and features of the Prepare Vendor Payable Check Batch dialog box are described in the table below.

Field/Feature	Function
Date	Populates with the current date and may be modified
Period	Populates with the current accounting period and may be modified
Release Date	Denotes the date checks are to be released/printed for internal purposes
Bank Account	Bank account checks are being drawn against
Division/Entity	Entity affected by the batch; isolates the invoices
Description	System generated description of the batch which can be modified.
EFT Batch	Indicates whether the batch is an electronic funds transfer (EFT) batch.
Auto Selection	You can use the auto selection feature to select only invoices where the accounts receivable balance is zero.
Pending Checks tab	Displays checks that are pending issuance
Payee Information tab	Displays payee information (name, address) for the selected check
New Check	Add a new check to the batch
Delete Check	Delete the check selected in the Pending Checks tab from the batch
Invoice Search	Available for use on the Check Detail tab
Apply Invoices	Available for use on the Check Detail tab, used to select invoices to be paid by the check
Delete Invoices	Available for use on the Check Detail tab, is used to remove invoices from a check.
Close	Close the Vendor Payables Check Batch

To add a new check to the batch, click New Check.

The fields and features of the Check Detail tab are described in the table that follows.

Field/Feature	Function
ID	The ID number of the vendor. Manually enter the ID if known or select the vendor from the list. Alternatively, you can click the magnifying glass for assistance in making the selection.
Manual Chk	Select to indicate that the check was manually issued or an electronic transfer. Doing so will activate the adjacent field, allowing entry of the check number.
Status	Indicates the status of the check.
Payee	Payee of the check, if different than the company, enabled by selecting Third Party Pay.
Third Party Pay	Select to enable use of the Payee fields.
Description	A description of the check
Amount	The amount of the check. Populates automatically when invoices are selected.
Items	The number of items included in the check. Populates automatically when invoices are selected.
Applied Invoices tab	Displays the invoices selected for payment by the check.
Payee Detail tab	Displays the information for the selected payee (name, address).
Policy Detail tab	Displays the date the invoice was created/effective and the Quote ID.
Payments/Adjustments tab	Displays any payment or adjustment history for the selected invoice.
Policy Invoice History tab	Displays the history of the selected invoice.
Invoice Notes tab	Used to display, add, and edit notes regarding the selected invoice.
Apply Invoices	Available for use on the Check Detail tab. Allows selection of invoices to be paid by the check.
Delete Invoice	Available for use on the Check Detail tab. Allows removal of invoices from the check.
Close	Closes the Prepare Vendor Payable Check Batch dialog box.

On the Check Detail tab, enter information regarding the check being processed.
Click Apply Invoices.

In the Select Invoices dialog box, select the invoices to be paid using the features and buttons described in the table below.

Field/Feature	Function
Yellow highlight bar	This bar indicates which invoice the cursor is on when scrolling through the grid. When the invoice has been selected, the highlight bar turns blue.
Available Invoices tab	Displays invoices available for selection and addition to this payment batch.
Database navigation arrows	Scroll between previous and next payment entries within this batch.
Search	Used to search for a particular invoice. Choose search parameters of: Invoice Number Policy number Named Insured Quote ID Date
Change ID	Used to change the ID to that of another vendor. Example of use is to select invoices from multiple vendor accounts in the creation of one check payment.
Pay In Full	If not selected, causes the payment field on the Applied Invoices tab to display zero, forcing the user to enter the amount to be paid from the invoice. If selected, causes the payment field on the Applied Invoices tab to display the open balance of the invoice. This feature, if selected, applies to all selected invoices. You can override the payment amount.
Select Only Paid	Restricts the user from selecting items that have an outstanding Accounts Receivable balance
Apply	Causes the selected invoice(s) to be pulled into the Applied Invoices tab for payment.
Select	Use to individually select invoices for payment.
Unselect	Use to remove from selection the highlighted invoice.
Select All	Use to select all invoices available.
Unselect All	Use to remove from selection all highlighted invoices.
Show Paid	If Yes, displays all paid and unpaid invoices on this grid for selection. If No, only unpaid invoices will display for selection.
Show Pending	If Yes, displays all invoices for selection, including those that may have already been selected in another batch. If No, only those invoices that are unpaid (or not selected in another batch) will display for selection.
Selected Invoices	Fields display the payment total, total of invoices selected and revised total (difference between the payment total and total of invoices selected)
Close	Closes the Select Invoices screen and returns the user to the Check Detail tab.
Invoice Detail tab	Holds information pertaining to the history of this invoice and policy in both the AIM and AIM Accounting modules.
Invoice Payments /Adjustments	Displays any other payments made against this invoice.
Policy Acct History	Displays all invoicing activity for this ID
Acct Payments/Adj.	Displays any other payments or adjustments made to this policy using the selected filter for all, 30, 60, or 180 days.
AIM Activity	Displays the AIM Activity Log for this policy.
Acct Notes	Allows the viewing and addition of accounting notes to apply to this Client ID.
Invoice Notes	Allows the viewing and addition of accounting notes to apply to this invoice.

To select a group of invoices click the first invoice, press and hold the Shift key, and then click the last invoice. To select invoices individually, hold down the Ctrl key while clicking each invoice, or use the arrow keys to scroll between invoices and the space bar to select them.

When all required invoices have been selected, click Apply.

In the Check Detail dialog box, review the invoices selected in the Applied Invoices grid, making corrections to the Comments field as necessary.
On the Payee Detail tab, edit the payee’s address. Click the magnifying glass to switch between the physical, mailing, and accounting addresses entered in Data Maintenance Utility.

If it is necessary to add an invoice, use the Select Invoice feature again.
To remove an invoice from this payment, select a field on the invoice, and then click Delete Invoice.
Click New Check for as many checks that need to be created in this batch.
When the entire batch of checks has been entered, click Close.
Click Print Journal.
In the Batch Journal Report dialog box, click the appropriate button, depending on your needs:
1. View – View the journal on your monitor.
2. Print – Print the journal to a printer.
3. Setup – Select or change the default printer.
4. Exit – Close Batch Journal Report.
5. Cancel – Close Batch Journal Report.
Click Print Checks to proceed with the printing of checks.

When you click Print, the Check Number & Date dialog box is displayed. Enter the following information:
1. Check Parameters
  1. Starting Number – starting check number
  2. Print Date – date printed on the check
  3. Assign Check Numbers By – select either Payee Name or Order Entered
2. Check Printer – click to select the printer
  1. Save as Default Printer for Check Printing – saves the selected printer as the default printer for printing checks
  2. Print to File – prints checks to a file
Click OK to proceed with printing or click Cancel to abandon the printing process.

Click the RePrint button if you need to reprint checks.
1. Double-click the applicable checks. The checks to be reprinted are displayed in red.
2. Click OK.
3. In Check Number & Date print dialog box select Reprint with Existing Check Numbers.
  This option is used to reuse original check numbers. This feature is only available once checks have been printed and prior to the posting of the check batch.

To amend the date, accounting period, description or bank account for this batch, click the Update Batch button. This feature is only available prior to the posting of the check batch.

If desired, click the Remit Adv button to print a remittance advice to accompany each check.
You will be prompted to print the remittance advice if there are more invoices applied to the check than can display on the check stub.
If you click Yes, you can:
1. Designate whether all advices should print or only those that exceed the check stub length.
2. Choose whether the page number should re-start for each payee or whether the pages should be numbered consecutively.
3. Click OK to print checks, and then click Post to finalize the batch.