Print Checks Overview

Training demonstration related to this topic (click to start): Batch Checks, EFT, and ACH (9:56)

GlobalWare provides two functions to create and manage checks:

• Print Checks – This function includes a lockout feature that allows only one user at a time to use its features. This prevents table lock errors and spoiled check stock from occurring when printing checks.

  Note: GlobalWare locks a cash account when a user accesses the Print Checks function and unlocks it when the user is finished. These accounts can remain locked when the application is interrupted by using Ctrl+Alt+Delete, when a temporary disconnection from the Sybase database occurs, and during a power outage. To unlock a cash account, see Unlocking Cash Accounts.

• Record Checks – This function does not include a lockout feature, so more than one user at a time can use its features. It does not have the printing and check queue maintenance features that the Print Checks feature includes.

These functions are available as options on the A/P submenu.

Note: This topic gives an overview of the Print Checks function. For the Record Checks function, see Record Checks Overview.

The Print Checks function provides the following features on the Print Checks screen:

• Write Individual Checks – Use this feature to process individual checks for one invoice or payable at a time. See Write Individual Checks.
• Batch Checks – Use this feature to process batches of provider, customer, employee, vendor, and expense checks created with either Create Expense Payables or journal entries posted to accrued payables. See Batch Checks.
• Batch EFTs – Use this feature to process batches of provider, customer. employee, vendor, and expense EFT checks created with either Create Expense Payables or journal entries posted to accrued payables. See Batch EFTs.
• Batch ACHs – Use this feature to process batches of provider, customer. employee, vendor, and expense ACH checks created with either Create Expense Payables or journal entries posted to accrued payables. See Batch ACHs.
• Check Queue Maintenance – Use this feature to edit, print, or delete check requests stored in the check queue. See Check Queue Maintenance and Printing Checks.
• Void/Delete Checks – Use this feature to void or delete checks. See Voiding or Deleting Checks.

For a detailed comparison of the Write Individual Checks and Batch Checks features, see Batch Checks Versus Write Individual Checks below.

Check numbering formats vary by type of check, as follows:

• Standard checks – Check numbers do not start with a letter (for example, 000000054).
• EFT checks – Check numbers start with the letter 'E' (for example, E00000054).
• ACH checks – Check numbers start with the letter 'A' (for example, A00000054).

The Write Individual Checks and Batch Checks versions of the Print Checks screen give you three options for handling checks:

• PRINT CHECK – Prints the selected checks immediately.
• STORE TO QUEUE – Stores checks as requests in the check queue for printing at a later time. To print and maintain checks in the check queue, use the Check Queue Maintenance feature.
• RECORD MANUAL CHECK – Records general ledger entries for checks without actually printing them.

The Batch EFTs and Batch ACHs versions of the Print Checks screen provide only the RECORD MANUAL CHECK option.

For details, see Using the Print Checks Screen.

There are several reasons why you might want to store to queue:

• You can review and edit checks before printing.
• You can edit the address and check comments for requests processed by using the Batch Checks feature.
• If you use one printer for both checks and plain paper, storing to queue enables you to print all checks at once rather than swapping plain paper for check stock every time you want to print a check.
• One person can be responsible for printing all checks, thus helping to ensure the security of check stock.
• You can reprint checks.

You can customize formatting for your laser checks. For more information, see Customizing the Laser Check Format.

Types of Checks

You can write and store checks for all account types and for entities that do not have an account ID.

Providers

Write checks for travel services for your customers. You can write checks to providers to pay for items with settlement type I (invoice), non-Plastic form of payment, and sale type Retail. You can also write checks for manual group payables.

To process payments to ARC or to providers whose invoices have Direct for the settlement, you post the check directly to the general ledger.

(Plastic items create a commission receivable, not a payable. ARC and Direct items do not create a payable because they are settled directly, not individually. Group items do not create payables; group payables are set up manually.)

Customers

Write checks to customers for non-plastic refunds or for any credits they might have in their account as unapplied funds, gift certificates, or layaway.

Vendors

Write checks to vendors for non-travel related services, such as your phone bill or other expenses.

If you have a vendor you pay on a regular basis, you will probably want to set up a standard general ledger entry for the payments, even if the amounts vary. Or you can create and clone expense payables.

Employees

You can write your payroll or bonus checks to employees directly through GlobalWare. If you have salaried employees, you will probably want to set up a standard general ledger entry for their payroll disbursements.

No Account Set Up

GlobalWare also provides a method for writing ad hoc checks to entities you do not need an account ID for.

Batch Checks Versus Write Individual Checks

The Batch Checks feature enables you to select multiple items on different invoices for payment. It is most efficient for the processing of checks sent out on a regular basis. With the Write Individual Checks feature, you select and process one invoice or expense at a time. Use the Write Individual Checks feature when you want to process checks immediately (placing them on account because the invoice is not yet available) or when you want to write a check directly to the general ledger.

Write Individual Checks	Batch Checks
Each invoice must be processed individually.	Multiple invoices, including for different account IDs, can be processed.
Standard journal entries can be processed.	Expense payables can be processed.
On account checks can be processed.
General ledger checks can be processed.
Addresses and comments can be edited before processing (and after processing if printing later).	Addresses and comments can be edited only if printing later.
Check register available only if printing later.	Check register available before processing as well as after if printing later.
EFTs and ACHs can be processed.

How GlobalWare Handles Check Comments

The way GlobalWare handles check comments and the laser check comment vary, based on the following factors:

• On whether you use the Write Individual Check function or the Batch Check function, and
• On whether you choose to immediately send checks to a printer, store checks to queue, or record manual checks

For Write Individual Checks

When writing individual checks, you can include comments on the checks. The system default is to include any comments configured on the Comments tab of the System Control screen.

• For the PRINT CHECK option, if you chose to include the configured comments by selecting the Get Comments check box, the Printed On Check dialog box displays the comments prior to check printing. You can edit or delete the comments before generating the check. See Write Individual Checks.
• For the STORE TO QUEUE option, the Printed On Check dialog box does not appear. You can edit or delete the comments by using the Check Queue Maintenance function before generating the check. See Check Queue Maintenance.
• For the RECORD MANUAL CHECK option, the laser check comment will not store for the check; in its place, the text in the Batch Description field will appear. However, the standard check comments will be stored for the transaction; you cannot edit these comments.

For Batch Checks

When using the Batch Checks function, for the PRINT CHECK option, comments will print on the checks as configured on the Comments tab of the System Control screen. See Batch Checks. You cannot edit or delete these comments. For the STORE TO QUEUE and RECORD MANUAL CHECK options, you can edit comments as described under For Write Individual Checks above.