PRINT/VOID CHECKS
Use this screen to pay a group of vouchers and generate a run of checks using either a laser or line printer, or to void checks previously entered in Costpoint. You can print checks, test checks, non-negotiable copies, and EFT advice slips; you can also void checks and EFT advice slips.
Costpoint pays vouchers for which status is set to Pay on the Edit Voucher Payment Status screen or Select Vouchers for Payment screen.
In addition, Costpoint pays only vouchers that are approved, either automatically or by a valid approver on the Approve Checks screen. See Configure Accounts Payable Settings for a discussion of approval settings.
You can use this screen to generate a check for just one voucher or for many. An alternative to printing a single check is to issue the check manually and record it on the Manage Manual Checks screen.
When you successfully print checks, Costpoint displays a message that tells you to press OK to record the checks and into check history and unposted cash disbursements or click Cancel to stop the process without recording the checks. This allows you to review your printed checks before the application finalizes (records) the check printing transaction. To complete the check printing process, click OK, then process the Post Cash Disbursements screen. Clicking Cancel prevents Costpoint from recording the check printing in the appropriate tables, as if no checks were printed, no check numbers were assigned, and no vouchers were paid.
See Void Checks for the step-by-step procedure for voiding checks manually. See Unusable Checks/Voided Checks for related information.
Compatible Forms
You must have compatible forms before attempting to print checks and/or deposit advices. It is important that you order forms in time to receive and test them before attempting to print "live" checks and/or deposit advices.
For information about vendors who supply compatible forms for paychecks and EFT advice slips for Costpoint, complete the following steps:
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Go to the Deltek Web site, www.deltek.com.
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From the Partners drop-down list, select Find a Partner. The Find a Partner page displays.
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From the Partner Category drop-down list, select the Channel/Forms Vendor option.
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From the Product drop-down list, select the Costpoint option.
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Click Search.
Only one person at a time can use this screen; this prevents two users from trying to print or void the same check number(s) at the same time.
For more information about printing and voiding Accounts Payable checks and EFT advice slips, see Printing A/P Checks.
If you do not post cash disbursements between each check/void transaction for a specific voucher, Costpoint may incorrectly update the voucher status in the Accounts Payable tables. If this happens, Costpoint may prevent you from selecting the voucher for payment, or it may allow you to select the voucher for payment after you have paid it. In addition, Costpoint may not post all of the components of the transaction to the General Ledger.
Screen Contents
This screen has five sections:
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Use the Identification block to enter a parameter ID and description.
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Use the Options group box to specify whether you are printing or voiding checks.
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Use the Selection Ranges group box to specify selection criteria.
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Use the Generate group box to provide information about the checks or about the void process.
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Use the fields on the tabs in the More Options group box to specify signature, company logo, and check stub information.
Location
Identification
Use the fields in this block to create a new parameter ID or to retrieve
a previously saved parameter ID. A parameter ID represents a set of screen
selection parameters. After you have saved a parameter ID and its related
parameters, you can retrieve them using Query.
You can use the retrieved parameters to produce reports and run processes
more efficiently and with greater consistency. The saved parameters are
also useful and necessary when you want to run the process as part of
a batch job. Many users save a unique set of parameters for each different
way they run a report or process. When you select a previously saved parameter
ID or parameter description, the associated saved screen selection parameters
automatically display as selection defaults. The page setup and print
options are also included in the saved parameter ID if there are any.
You can change any of the associated selection defaults as necessary.
Parameter ID
Enter, or click 
to select, a parameter
ID of up to 15 alphanumeric characters. Choose characters for your parameter
ID that help identify the type of selections you made in the screen, such
as PERIOD or QUARTERLY.
When you save your record, all the selections made in the screen are
stored with the parameter ID. Later, you can retrieve the parameter using
Query.
You can use the parameter to run the process more efficiently because
you can select the parameter ID with its previously defined screen selections.
After the default selections display in the screen, you can override the
defaults.
Description
Enter, or click to select, a parameter
description of up to 30 alphanumeric characters.
Options
Select
Print/Void
From the drop-down list, select a print or void process to run. Your selection here enables and/or disables other fields.
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Print Test Check — This is the default.
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Print Check
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Print Non-Negotiable Copies — These copies are intended as file copies and you can print them on blank paper rather than check stock. The copies look essentially the same as a check but with NON-NEGOTIABLE printed across the signature block.
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Void Checks — You cannot void checks for which S_STATUS_CD in the VEND_CHK table is set to C – Cleared.
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Print EFT Advices
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Void EFT Advices — You cannot void checks for which S_STATUS_CD in the VEND_CHK table is set to C – Cleared.
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Process Zero Balance Checks — A zero-balance check is a Costpoint-generated check that "pays" for vouchers which, when totalled, result in a net payment amount of 0.
Check Type
Use this drop-down list to select the type of checks to print. You can choose from the following check formats:
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Preprinted Laser — Costpoint prints information in the third or lower section of the check, depending on your selection on the Check Settings screen.
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If you select Address on the Configure Check Settings screen, Costpoint prints the address in this section of the check.
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If you select Stub on the Configure Check Settings screen, Costpoint prints the voucher detail in this section of the check as an additional stub.
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Blank Laser — Requires access to the E-13B MICR font. If necessary, see the appendix in your installation instructions titled "Installing the E13B-MICR Font" to install the font.
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Z-Fold Laser Check — Also requires access to the E-13B MICR font.
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British Laser
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Canadian Preprinted Laser — Costpoint prints the check using the date format set in the Date Field Indicators group box on the Configure Check Settings screen.
See Printing A/P Checks for more information about check types.
Pay Currency Code
Enter, or click 
to select, the currency code for the checks you print. The default code for this field is your company's functional currency.
Sort Checks By
From the drop-down list, select one of the following settings:
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Pay Vendor ID — Select this option to print checks in pay vendor order.
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Pay Vendor Name — Select this option to print checks in pay vendor name order.
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Vendor Group — Select this option to print checks in vendor group order.
This option is unavailable when you print test checks or non-negotiable copies, or when you void checks, because you determined the check order during the original check printing.
Allow Same Check Number Different Date
Select this check box to allow Costpoint to use the same check number but with a different check date.
Selection Ranges
Select By
Select the account type from which to pay the vouchers:
If you use blank laser checks, you can print a different company name and address (in addition to printing different banks and bank account numbers) on the same blank check stock. The company must have a valid Company ID from the Set Up Company screen. You must assign this Company ID to an organization on the Manage Organization Elements screen or the Manage Organization Structures screen. Select the account/organization for the company here. This can help you keep several different divisions' accounting records in Costpoint. Use this feature carefully and print a sample check to ensure that the bank name is correct. You can also use the signature and logo functions with this feature.
Period to Post
Fiscal Year
Enter, or click to select, the fiscal year in which to record the payment or void.
Period
Enter, or click to select, the period in which to record the payment or void.
Subperiod
Enter, or click to select, the subperiod in which to record the payment or void.
Select By
Select an option from the drop-down list. The available options are:
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Cash Account
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Bank Abbreviation
Account
Enter, or click to select, the cash account for which you want to print checks. The Account you enter here must be set up in a valid cash account/organization combination with the Organization you select.
Organization
Enter, or click to select, the cash organization for which you want to print checks. The Account/Organization combination specified in this group box must be a valid cash account/organization combination set up on the Manage Cash Accounts screen. The application prints checks only for those vouchers authorized for the Account/Organization combination you enter here.
Bank Abbreviation
Enter, or click to select, the abbreviation associated with the bank for which you want to print checks.
Generate
Check Information
Use the fields in this group box to provide check date and numbering information. You must enter a Starting Check number to print checks. To print non-negotiable copies or void checks, you must enter a Starting Check and Ending Check.
Check Date
Enter, or click 
to select, the date to print on checks and to record as the check print/void date. The current system date defaults in this field. Ordinarily, you accept the default setting here; however, you can change this date. If you enter a date other than the current system date, ensure that the Check Date is within the period for which Costpoint records the payment. If you print non-negotiable copies, you must enter the date on which you issued the checks.
Starting Check
Enter, or click to select, the check number to print on the first check. When you complete the check printing process, Costpoint uses this check number to update the history tables and tables used to post cash disbursements, so this check number must be correct before you process this screen. If the history tables, which Costpoint uses to generate the check register, do not reflect the correct check numbers, your bank reconciliation will be difficult to complete.
Ending Check
Enter, or click to select, the check number to print on the last check. This field is available when you select Print Non-Negotiable Copies, Void Checks, or Void EFT Advices from the Select Print Option group box.
You can enter only nine digits in the Starting Check and Ending Check fields. If Costpoint encounters a zero-balance check during the check printing process, it assigns that check a number from a preset number range reserved for zero-balance checks, instead of a check number in the sequence you establish in the Check Number Information group box. A zero-balance check is a Costpoint-generated check that "pays" for vouchers which, when totalled, result in a net payment amount of "0." No check is printed, but the application records the check with a number in a given range established for zero-balance checks in the Manage Company Bank Accounts screen. These "zero-balance" checks are given a status of P.
Void Information
Void Date
Enter, or click to select, the date for which to void checks in MM/DD/YYYY format.
Stop Payment
Select this check box to enter stop payment information for a particular check. If you select this check box, enter the date on which you placed the stop payment order for the check in the Void Date field.
More Options
This block consists of the following tabs:
Signature
Company Logo
Check Stub