Chapter 28: Printing A/P Checks (PCHK)

Purpose: Use the Print A/P Check function to print A/P checks that you have already generated and approved. This function also prints the Disbursements Journal.

Note: You can also print A/P Checks by pressing F8 on the Work with A/P Checks Screen.

In this chapter:

• Enter Division and Bank Screen

• Starting Check # Window

• Disbursements Journal

• A/P Checks

Enter Division and Bank Screen

Purpose: Use this screen to enter the codes for the division and bank against which the A/P transaction will post.

How to display this screen: Enter PCHK in the Fast path field at the top of a menu or select Print A/P Checks from a menu.

ACR0333 ENTER Enter Division and Bank 1/09/96 10:50:50 Enter Division and Bank: Division . . . Bank # . . . . F3=Exit F12=Cancel

Field	Description
Division	This code represents the division of your business against which you are posting the A/P disbursements. If you use A/P-PO matching, the system uses the Division, if any, assigned to the warehouse where you received the matched purchase order; otherwise, it uses the division you enter here to post to the General Ledger Interface file. Alphanumeric, 2 positions; required.
Bank	This code represents the bank against which you are posting this A/P transaction. Alphanumeric, 3 positions; required.

Step-by-step instructions:

1. Enter the division and bank codes.

2. If Use Preprinted Checks (C51) in the System Control file is set to Y, the Starting Check # pop-up window displays:

Starting Check # Window

Starting Check # Enter the number of the first check to print. Check # . . . . . . Last check # used was . . . . : 151 F3=Exit F12=Cancel

3. Enter the number of the first check, if necessary.

4. The system submits the job CHKPRT and returns to the previous screen. This job produces the Disbursements Journal and the A/P Checks. If there are A/P invoice notes, they will print as well. See Paying Checks.

A single check for a vendor may pay off multiple vendor invoices. Each invoice is listed separately on the Disbursements Journal. The individual invoices for a vendor are listed under the vendor number. Disbursements are listed in ascending date sequence.

Updates: The checks listed on the Disbursements Journal are added automatically to the A/P Reconciliation file so that you can reconcile the check in the Accounts Payable system once it has been cashed or you can void the check to prevent it from being cashed. See Chapter 29: wWork with A/P Check Reconciliation (WREC).

Related system control values: Several fields in the System Control file affect the appearance of the A/P checks. For example, you may choose to:

• apply the total amount due to a vendor on the first check to that vendor

• specify a maximum amount of invoices to include on a check

• select a different A/P check print program

See Chapter 22: Setting Up Accounts Payable Values of the Installation guide for more information on working with A/P system control values.

Note: If you apply the total amount due to a vendor on the first check, the invoice information may overflow onto additional check stubs. When this happens, the additional checks will be voided. The system indicates that the check is void by printing the word VOID repeatedly in the check amount areas.