Vendor Various: Printing Vendor Various Checks

By now you have done your Vendor Various Setup and have Created Vendor Various Payments.  The next step is to assign your payments to the purchase order you created and print the checks.

1 - Assign the payments to the purchase order:

Whether you hand entered your payment records, or imported your payment records, they will be showing in the grid at the bottom of the Budget > Expenditures > Vendor Various > Create Payments screen.

a.  choose the purchase order and then click the Search button

b.  check off all the payments

c.  click on the Set Status button and choose "Ready to Pay," then click the Set Status button.

Go to the Budget > Expenditures > Vendor Various > Payments screen.  Click on the button in the Actions column Charge to PO.

After clicking the Charge to PO button, the following screen opens.  Enter the account number to which the PO should be charged, and the date of the PO.  Click Charge.

After the account number has been applied, you will receive this message.

The screen will now look like this:

UnCharge PO - if you find you made a mistake with the account number, you can click this button.  Re-assign an account number and charge the PO again.

Reserve Checks and Mark PO Paid - click this button to get to the check printing screen.

The following screen will open allowing you to enter a check date and select a bank account from which the payment will be made.  It also shows that it will reserve a check for payment, mark the PO paid, and check printing will be available.  Click the Reserve Checks and Mark PO Paid button.

The screen will now look like this:

To print the checks, click on the Print Checks button.  This brings up a preview of all checks.  Print them onto your check stock.

Other options on this screen:

• If your district uses Positive Pay, you can click the button to generate the Positive Pay file to send to your bank
• You can print mailing labels for the check recipients you are paying
• You can print payment labels to place on your Vendor Various PO - if you print one.

The number button in the Payments column brings up the records for all payments on this PO.  The following tasks can be performed here.

Spoil and Replace Check - if for any reason you have to replace a Vendor Various check, you can use this button.  It simply will void the old check number and allow you to print a new check.  Complete the following screen to print a new check.  After you enter the reason for replacement (such as Lost Check), click the Replace Check button.  You can print the new check from the print preview screen that opens.

Void - to void a Vendor Various check, use this button.  Complete the following screen to record the void. Be sure to pay attention to the void date you enter so it's recorded in the proper accounting period you wish.