Check Printing
Use this menu item to print checks after invoices have been selected for payment in the Select Invoices to Pay menu item. If you are using pre-printed laser checks, you must print and post checks for each bank individually. If you have the MICR module, you may print checks for several bank accounts at the same time, as shown in the example below.
The batch number is automatically assigned by the system.
Enter the check date for this batch of checks.
Enter the G/L posting date, which will default to the same date as the check date.
We recommend that the check date and the G/L Posting dates be the same. Otherwise, you will encounter difficulties with the Bank Reconciliation program.
The system assigns the next available check number based on the information from the Bank – Bank Edit screen. If you need to change the beginning check number, open the database – Banks – drill down on the relevant bank – Bank Edit screen and change the Last Check Used
Click on OK to proceed to the next screen.
This screen shows a recap of the check and posting dates, starting check numbers and bank information as well as the other options available to you to print checks.
This report shows all details of the current check run including the G/L distribution of each invoice included in each check.
Use the Printer Setup button if your printer requires "tweaking" for every check run. This button will allow you to save the settings required for this printer to align the checks properly.
Type of Check
The MICR Check module requires the purchase of MICR Ink. You will want to purchase blank check stock to match one of the following Check Stub Formats:
Check stub displays 2 columns of up to 30 invoice numbers
This format will print the invoice amount, retention, discount, and amount paid.
(1 Up) Check stub displays 1 column of up to 15 invoice numbers including discounts taken
Top check stub displays invoice numbers, date, building ID, GL account,invoice description, voucher number and line amounts. Bottom check stub shows invoice number, date, building name, voucher number, and invoice amounts.
This format was added in the 2011 release and will print the default invoice description.
The Spectra System defaults to the Spectra Standard Format (2 UP). You are able to change the stub format for all suppliers or use different formats for different suppliers.
To change your check stub formatting for all Suppliers:
1. Go to System Tasks > Spectra Utilities > Set Supplier Check Stub Format.
2. Select the Original Check Stub Format.
3. Select the Change To Check Stub Format.
4. Click Process.
You can also make this change for just one Supplier:
1. Find > Supplier.
2. Drill down to Accounting.
3. Check Format.
4. Select Format.
5. Save.
If you have not licensed our MICR module and set your bank up with the MICR encoding, the system defaults to the regular pre-printed Laser check – NEBS standard laser checks SS9039 for Canada The Laser Check stub format has the check in the middle with a stub on top and one on the bottom.
and NEBS DLM102 for USA.
A pre-printed check number on the laser checks is not required, as SPECTRA will generate the check number. Canadian clients: When ordering cheques, you have a choice of date formats of MMDDYYYY, DDMMYYYY, or YYYYMMDD on the new CPA Cheque format.
The American NEBS form should not have the dollar sign preprinted on the checks, because we print the dollar sign.
The Canadian NEBS form must have the dollar sign preprinted on the cheques, as we don’t print the dollar sign. Go to Find – Banks – drill down on the Bank Edit screen and select the CPA Standard 006 option to indicate that the bank is Canadian.
At the bottom right of the screen you will see a recap of the total amounts of the invoices selected for payment, any discounts, and the total of the checks to be written.
To see a preview of the checks that will be printed, click on the Preview button. When previewing the checks you can print them by clicking on the Printer button on the top toolbar. Click on the Print button to send the checks directly to your printer.
Check that the checks printed properly. If not, click on the Reprint button to reprint the checks.
Click on the Cancel button to cancel the check run. A confirmation message will advise you that the check number cannot be rolled back and that different check numbers will be assigned when checks are next printed. If you proceed with the cancellation, you can edit the Bank – Bank Edit screen to reset the check numbers if desired.
When the checks have been printed, click on the Post button to update the supplier payables and the General Ledger. Do not interrupt this posting step, which can be a lengthy process. The system will tell you when the checks have posted successfully.
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