Check Run

The Check Run transaction is used to generate a list of invoices eligible for payment based on the Date to Pay specified during the Purchase Order invoicing process. Deacom offers the ability to generate the list of invoices based on different groupings or parameters such as Facility, Vendor, or Payment Terms. Multiple invoices can be paid on one check with all the appropriate invoice details listed in the Check Advice section. In cases where a large number of invoices are paid with a single check, a separate Check Detail report is available for printing.

In addition, checks must be approved prior to printing. The security setting "Accounting -- approve checks for printing" controls access to the approval process. If a Vendor invoice has been approved on the Checks to Print and the Purchase Order is un-invoiced, un-received, and changed, or if the check is processed but then voided, the approval for the Vendor invoice is cleared and must be re-approved. This page covers the fields and options available on the check run forms in the system.

System Navigation

Accounting > Check Run

Check Run Pre-Filter

Field	Description
Report Type	Pick list used to select the type of report. Currently, Standard is the only option.
View	Pick list used to select the type of invoices to be included in the Check Run. Options are: All - Displays all invoices, regardless if they are marked as approved or not. Approved - Displays only invoices that have already been marked as approved. Not Approved - Displays only invoices that are not marked as approved.
Start Date	Evaluated in conjunction with the Date to Pay, specified while entering Vendor invoices, to determine the starting date of which Purchase Orders are included in the report.
End Date	Evaluated in conjunction with the Date to Pay, specified while entering Vendor invoices, to determine the ending date of which Purchase Orders are included in the report.
Purchase Order	Search field used to select a specific Purchase Order. If specified, only invoices for this order will be included in the Check Run report.
Vendor	Search field used to select a specific Vendor. If specified, only invoices for this Vendor will be included in the Check Run report.
Vendor Group	Search field used to select a specific Vendor Group. If specified, only invoices for this group will be included in the Check Run report.
Search 1-2	Search field used to select a specific user-defined option. Captions for these fields maintained via System > Maintenance > Captions. Pick list options maintained via Purchasing > Maintenance > Search 1-2.
Terms	Search field used to select a specific payment Term. If specified, only invoices that contain this Term will be included in the Check Run report.
Entered By	Search field used to select a specific User. If specified, only invoices entered by the selected User will be included in the Check Run report.
Facility	Search field used to select a specific Facility. If specified, only invoices for Purchase Orders in this Facility will be included in the Check Run report.
Facility Group	Search field used to select a specific Facility Group. If specified, only invoices for Purchase Orders for Facilities in this group will be included in the Check Run report.
Payment Type	Filters for orders whose Payment Type matches the Vendor Default Payment Type specified on the General tab of the Vendor record.
Currency	Search field used to select a specific Currency. If specified, only invoices created in this Currency will be included in the Check Run report.
Cash Account	Ability to select the cash account that will be credited during the Check Run.

Checks to Print report

Opened via the "View" button on the Check Run pre-filter. This form allows for the management and editing of the invoices to pay.

The Invoices, Checks, Total Due, Discounts, Deductions, and Cash fields present information based on the invoices displayed in the list. Approving or un-approving invoices in the list will not affect the information presented in these fields. If, however, a New Pay Date is specified, via the "New Pay Date" button, that is past the End Date specified in the pre-filter, the form will refresh and the appropriate invoice(s) will be removed from the list.
Vendor User Field are available to add to the check run grid report.
All Purchase Order header and Purchase Order user-defined fields are available to this report.

Button/Field	Description
Print Checks	If clicked, opens the Process Checks form, which includes details for all records marked as approved in the Checks to Print report. If no invoices are approved on the Checks to Print report, clicking the "Print Checks" button will not result in any action.
View Detail	If clicked, displays the Purchase Order detail for the selected invoice.
Approve All	If clicked, marks all invoices in the list as approved by populating the "Approved" column with the current date. Once an invoice is marked as approved, it can be paid using the "Print Checks" button. User must have security access to "Accounting -- approve checks for printing" to use this button. Individual orders can be unapproved after the "Approval All" button has been clicked by double clicking the desired invoice in the Checks to Print report. If an invoice has been approved on the Checks to Print report and the Purchase Order is un-invoiced, un-received, and changed, or if the check is processed but then voided, the approval for the invoice is cleared and must be re-approved.
Unapprove All	If clicked, marks all invoices in the list as not approved by removing the date in the "Approved" column. User must have security access to "Accounting -- approve checks for printing" to use this button.
New Pay Date	If clicked, opens the Edit Date form, which allows the user to select a new Date to Pay. Clicking "Apply" on the Edit Date form will apply the new Date to Pay to the selected invoice.
Deductions button	If clicked, opens the Payment Deductions form, which allows users to apply new deduction lines to the selected invoice. Deductions entered using this button will update the "Deductions" field on the Checks to Print report.
Remarks	If clicked, displays the Remark form, used to add a note to the selected invoice that (1) will print in the advice portion of the check and (2) be added to the Remarks section of the associated Purchase Order.
Invoices	Displays the total number of invoices in the list.
Checks	Displays the total number of individual checks to be printed. This value updates as invoices are marked as approved or not approved. The system will group invoices for the same Vendor/payee on one check.
Total Approved	Displays the total amount of cash for all currently approved checks.
Total Due	Displays the total amount due for all invoices in the list using the sum of the values in the "Gross" column.
Discounts	Displays the total Discounts to be applied from agreed upon Terms for all invoices in the list using the sum of the values in the "Discounts" column.
Deductions field	Displays the total Deductions to be applied for all invoices in the list using the sum of the values in the "Deductions" column.
Cash	Displays the total amount after discounts and deductions to be paid by check for all invoices in the list using the sum of all values in the "Cash" column.

Payment Deductions form

Opened via the "Deductions" button on the Checks to Print report.

Button/Field	Description
Save	If clicked, saves any changes in deductions made since the form was opened or saved last. If changes are made, this button must be clicked before exiting the form, otherwise changes will not be saved nor reflected in the numbers back on the Checks to Print report.
Add Line	If clicked, adds a line to the list of ledger transactions for the amount listed in the "Deduction Amount" field and the Account specified. There must be an Account and Deduction Amount specified to use this button. If these details are missing, the system will present a prompt requesting the user to enter the missing details.
Account	Search field used to select the account to which the deduction will be booked.
Deduction Amount	Dictates the amount of the deduction.

Process Checks form

Opened via the "Print Checks" button on the Checks to Print report.

Button/Field	Description
Continue	If clicked, prints checks based on the details listed and displays a prompt requesting the user to confirm all checks printed correctly.
Number of Checks	Total number of checks that will be processed, based on the number of approved invoices per payee in the Checks to Print report.
Invoices Paid	Total number of invoices that will be paid, based on the number that were marked as approved in the Checks to Print report.
Total Gross	Displays total gross amount for all approved invoices.
Cash Discounts	Displays the total Discounts to be applied from agreed upon Terms for all approved invoices.
Deductions	Displays the total Deductions to be applied for all approved invoices.
Total Cash	Displays the total amount to be paid, after discounts and deductions, for all approved invoices.
Payment Amount	Represents the total payment amount that will be entered into Deacom. Access to this field is controlled via the "Accounting -- bypass payment amount" security setting. If the security setting is set to "No," this field is enabled, and the user must enter an amount equal to the Total Cash amount before continuing. If the security setting is set to "Yes," this field is disabled, and the Payment Amount will be set as the full Total Cash amount.
Reference	Defines the first check number that will be printed. For example, if the "Number of Checks" is "2" and the value in this field is "10", two checks will be printed - the first with a check number of 10 and the second with a check number of 11. Reference numbers may be up to 12 digits long. Access to this field is controlled via the "Accounting -- Edit A/P reference numbers" security setting. If the security setting is set to "No", this field will be disabled. The next check numbers will still be automatically populated based on the Payment Type. If the security setting is set to "Yes", this field is enabled and the user can change the reference numbers. The check number limit is 12 digits, but the character length of this field is 60
Deposit Number	Displays the tracking or confirmation number associated with the transaction. Typically used when Receiving Payment for Sales Orders.
Date Paid	The date that will appear on the checks when printed.
Bill-to Credit Card	N/A to the Check Run process.
Payment Type	Search field used to select the method being used to process payment. Populates based on the default Payment Type. For Check Runs, a Payment Type of "Check" is generally used, but not exclusively. A unique reference number for non-check payments types can be entered. This correctly tracks the non-check payment types printed in sequential order.
Cash Account	Sets the cash account of the ledger to which check payments will be booked. Populates based on the default account set via the "Cash Payments" field in Accounting > Options > Accounts Payable tab.
Paper Output	If checked, physical checks will be sent to the printer specified in the "Printer" field below.
Printer	Defines the printer where checks are to be printed.