Accounts Payable > Process > Print Check Proof

Recent Changes: 
6.229 - If 'Assign multiple purchase orders to single voucher' is set in AP System file, then the purchase order information will be obtained from the voucher detail. (This is applicable ONLY if 'Show account or item detail on check stub' is set in AP System file)

6.213 - Fixed an issue that was causing an error when trying to use a filter to load parameters and print the check proof.

6.201 - if 'Use routing for voucher approval' is set in AP System file added validation to only pull approved vouchers when printing the check proof.

6.196 - Added an option to show original vendors for payment vendors  

6.191 - Fixed an issue that would cause a database login to occur when checking the "Include over budget report" checkbox and not allowing the user to see the report. 

6.190 
- Added  Print reporting id checkbox on the Print Check Proof window and it will only be available when the project reporting license is enabled.
- Added Project job column on the Print Check Proof report and it will only be available when the project reporting license is enabled.

6.185 - Handling 'Tax Refund' vendor when 'Show account or item detail on check stub' is not checked so the customer names show on the check proof.  

6.168 - Added PO numbers and Reference PO numbers to the "range to include"  

6.165 - Allowed "Include account detail on report" and "Print account description" to be visible regardless of system settings; Added message boxes to inform user that account number will automatically be included when "Print account description" or "Show account or item detail on check stub" (AP System File) are selected

6.164 - Replaced the Fund range boxes with a Fund selection drop-down

Refer to bottom of page for changes prior to version 6.160

Summary

Printing the check proof report is a required step to select the invoices that are to be paid.

Vouchers are grouped by Payment Type and Vendor. They appear in alphabetical order on the check proof. Checks print in the same order.

When the checks are printed, they are based on the selections made on the last check proof report that was run on that system. Once checks have been printed, the check proof can no longer be reprinted unless the check run has been rolled back. See Rollback AP Check Update section for more information on roll backs.

Report Options

Select vendors to include

Select Report Sequence = vendor name / vendor number/ voucher number

Select cash account - This defaults to the cash account on the user security for the current user if it exists. If not default to the cash account set on the AP system file. But another cash account can be selected if needed from the drop down.

Enter range to include - There are multiple options to select which invoices you wish to pay.

  • Pay dates
  • Pay groups
  • Vouchers
  • PO numbers
  • Reference PO numbers

Funds

Note: if you have a voucher that has the account distribution split between one or more different funds, the check proof will include the full voucher amount to prevent out of balance situations.

Include vendor address - Prints vendor address on report

Include invoice and voucher line descriptions - Prints invoice and voucher line descriptions on the report

Include over budget report - If the Include over budget report is selected, an additional report prints that shows the fund ledger accounts that are over budget.

Print account description - Prints account description in place of voucher line description if "Include invoice and voucher line descriptions" is checked. Otherwise, just prints the account description by itself.

Include account detail on report - Prints the fund ledger accounts on the report. Accounts will also automatically be printed in "Print account description" is selected or if "Show account or item detail on check stub" is selected in the AP System File.

Show original vendor for payment vendors - Displays and groups the original vendor for payment vendors

Print project reporting id - Prints project job column if the print account distribution is checked.

All Payment Types - Will display all payment types on the report. This is defaulted to being checked.

Check - Only available when All Payment Types is not selected. This will show checks on the Check Proof.

ACH - Only available when All Payment Types is not selected. This will show ACH e-payments on the Check Proof.

Bank of America - Only available when All Payment Types is not selected. This will show Bank of America e-payments on the Check Proof.

Paymode-X - Only available when All Payment Types is not selected. This will show Paymode-X e-payments on the Check Proof.

Strategic Payment Services - Only available when All Payment Types is not selected. This will show Strategic Payment Services e-payments on the Check Proof.

Wells Fargo - Only available when All Payment Types is not selected. This will show Wells Fargo e-payments on the Check Proof.

Note: Any ACH or Wells Fargo vendors set to Inactive will still be selected by the ACH option and/or the Wells Fargo option, but the check proof will show it as a check.

Check date (for Milner) - Only visible if the Milner ImageDirector is enabled in the license file. Defaults to today's date.

Reference

QA Test Plans for Accounts Payable Print Check Proof

Changes Prior to Version 6.160

6.143 - For clients using Milner Image Director, the UI was updated to show all fields without scrolling  

6.139 - Added a line for 'Check overflow page(s)' and a line for 'Checks with overflow pages' in the report totals for check proof  

6.126 - fixed issue with account description not showing if it is a duplicate  

6.125 - Added 'Voucher Number' to report sequence  

6.122 - Creates the check proof with the new Update Only field in mind. It also updates the report to have the new field in effect.  

6.120 - Added Cash Account to the report  

6.116
- fixed the check proof report to not put an ACH total on any vendors that have ACH e-payments set to inactive
- fixed the check proof report to not put a Wells Fargo total on any vendors that have Wells Fargo e-payments set to inactive
- Any ACH or Wells Fargo vendors set to Inactive will still be selected by the ACH option and/or the Wells Fargo option, but the check proof will show it as a check

6.114 - Added logic to exclude zero line items for POs when the option is selected in the AP System Settings  

6.109 - Added a checkbox to print account description in place of voucher line description.  

6.106 Milner ImageDirector Changes (only applicable if Milner is enabled in the license file):
- Added functionality to save Milner ImageDirector zip file.
- ImageDirect tab is now available to Scan, Import, and Display.
- New field for Check Date.

6.105 - Allowing zero amount voucher line entries if the option to "Allow zero line items on vouchers" is set on the System file.  

6.86 - Added the cash account combo box to the print check proof screen. Modified overflow logic to handle 28 lines only for Standard check with large stub and check

6.78 - Added the ability to sort by Vendor Name or Vendor Number  

6.73 - Added functionality for adding paymode-X epayments.  

6.35 - Enabled the over budget check to take multiple purchase orders totaling over the remaining balance into account  

6.34 - Fixed a bug that would result in the doubling up of encumbrances being calculated against an account budget.

6.28 - Changed "Include invoice description" to "Include invoice and voucher line descriptions"; Added voucher line description to report output  
- Added the "All payment methods" checkbox and functionality back to the form.

6.17 - Fixed issue where all vouchers for a Tax Refund vendor were printing on one check instead of separate checks