When you print checks/EFT advices, the Open Accounts Payable (OPEN_AP) rows are locked for all rows that meet the selection criteria. The criteria are all vouchers marked as PAY with a matching cash account/organization. After you send the checks to the printer, Costpoint displays a message that asks whether the checks printed correctly.
Click OK to update the appropriate tables with check information. This message gives you the opportunity to review the actual checks for errors or printing problems before recording the final updates.
Costpoint records updates to the following tables:
|
Table |
Description |
|
VEND_CHK |
General check info, along with the Cash Account/organization, check number, and date |
|
VEND_CHK_VCHR |
Voucher, discount taken, and paid amount |
|
CASH_DISB_HDR |
Cash Acct/Org and check information |
|
CASH_DISB_LN |
Payments and discount taken for each voucher on check |
|
VCHR_HDR_HS |
Status and discount taken |
|
VEND_YTD_PMTS |
Accumulate payments made to vendor |
|
OPEN_AP |
Status and paid amount |
When you void checks/EFT advices, the OPEN_AP rows are locked for rows that have checks with the matching cash account/organization and fall in the selected check number range. No report is printed, and only the dialog box process messages display.
Costpoint records updates to the following tables:
|
Table |
Description |
|
CASH_DISB_HDR |
Cash Account/organization and check information |
|
CASH_DISB_LN |
Void amount and discount taken for each voucher on check |
|
OPEN_AP |
Back out paid amount and reset status |
|
VCHR_HDR_HS |
Back out discount taken and reset status |
|
VEND_YTD_PMTS |
Subtract payments made to vendor |
|
VEND_CHK_VCHR |
Paid and discount taken amount to zero |
|
VEND_CHK |
Set void status, amount, and date |
The check is a three-part document with the stub followed by the check followed by a blank section. The size is 8.5 inches x 11 inches.
You must preprint the check number, as well as other pertinent bank and company information, on each check. The check function prints up to 12 lines with a total on each stub. If the number of lines exceeds 12, the remaining lines follow on the next check.
Costpoint treats the first check as a dummy by printing VOID for the vendor name and NON-NEGOTIABLE in the signature block. Each stub line contains the voucher number, invoice number, invoice date, invoice amount, amount paid, discount taken, and net check amount.
Select the Print Signature on Check check box on the Print/Void Checks screen to print a signature on each check. If you select this check box, the check function retrieves and prints the file named SIG.BMP from a location that you specify on the Configure Check Settings screen. SIG.BMP can be no larger than 150,000 bytes. The signature prints on the signature line located on the bottom right of the check.
To print checks on Blank Laser Check Stock, use the Print/Void Checks screen. The blank check stock (not blank paper) is a two-part document with the check followed by the stub. The size is 8.5 inches x 11 inches.
It is not necessary to pre-print anything, because Costpoint prints the check number and other pertinent bank and company information. The checks print with an encoded Magnetic Ink Character Recognition (MICR) line. This line contains special characters, printed using an E-13B font. The check function prints up to 35 voucher and note lines combined on each stub. If the number of lines exceeds 35, the remaining lines follow on the next check.
Costpoint treats the first check as a dummy by printing VOID for the vendor name and NON-NEGOTIABLE in the signature block.
You have the option to print a company logo. Enter the location of the logo on the Configure Check Settings screen. LOGO.BMP can be no larger than 150,000 bytes. If the logo file is not found, a warning prints that can be overridden. The logo prints in a 1 inch x 1 inch square on the upper left of the check.
You have the option to print a signature. If you select the Print Signature on Check check box on the Print/Void Checks screen, the check function retrieves and prints the file named SIG.BMP from a location you specify on the Configure Check Settings screen. SIG.BMP can be no larger than 150,000 bytes. The signature prints on the signature line located on the bottom right of the check.
You can also enter a predetermined currency limit. If you select the Print Signature on Check check box on the Print/Void Checks screen, the amount of each check is compared to the Signature Limit you enter on the Configure Check Settings screen. The signature then prints on those checks written for less than this amount.
You can print a memo line. Enter the text on the Defaults tab of the Manage Vendors screen. The memo line is located on the bottom right of the check.
On the Print/Void Checks screen, you can select the column information and order for the stub. You cannot select column one; it prints the voucher number. You can select the other five columns from a drop-down list. You have several choices:
Column Two and Three: Vendor ID, Invoice Number, Invoice Date, Invoice Amount, Amount Paid, Discount Taken, Net Amount Paid, PO Number, or Retainage Rate.
Column Four, Five, and Six: Blank, Vendor ID, Invoice Date, Invoice Amount, Amount Paid, Discount Taken, Net Amount Paid, PO Number, Retainage Rate.
Default Values:
Column 2 = Invoice Number
Column 3 = Invoice Date
Column 4 = Invoice Amount
Column 5 = Discount Taken
Column 6 = Net Amount Paid
You can print a note for each stub line. Enter the note, and select the Print Note on Check check box, on the Check tab of the Manage Accounts Payable Vouchers screen.
You can increase the lines per stub to 35. In other words, the combination of voucher lines and notes cannot exceed 35 (for example, 20 vouchers and 15 notes, 30 vouchers and 5 notes, 17 vouchers and 17 notes, or 35 vouchers).
You can restart both the Print and Void functions to complete the database update. If the process is interrupted, you can restart it after the last successful step.
Three things are necessary for the check to print properly so it can be successfully scanned at a bank.
The check stock paper (forms) must be of sufficient quality.
The PC used to run the check function must have the E-13B font loaded under the Fonts Icon on the Control Panel. (See the appendix in your installation instructions titled, "Installing the E13B 2.1 BT MICR Font," which details how to install the E13B-MICR font.)
The laser printer must have an MICR toner cartridge installed.
For information about meeting positive pay printing requirements, see Configure Check Settings.
Special considerations for laser printing: The alignment of the check depends on the laser printer used and the driver selected. They must be compatible, or the printing on the form may be improperly aligned. You must set the driver to use 300 dpi, or the lines per inch will not be correct and will cause improper alignment.