Record 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.
• 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 Record Checks function. For the Print Checks function, see Print Checks Overview.

The Record Checks function provides the following features on the Record 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 print 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.
• 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 Record Checks screen give you two options for handling checks:

• 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 Record Checks screen provide only the RECORD MANUAL CHECK option.

For details, see Using the Record Checks Screen.

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.