Resource Information and Control Corporation

Check Processing

Getting There: Accessing this application is done by double clicking on the Check Processing icon in the Accounting main menu.

Purpose: Check Processing is used to issue bank checks and to account for all checks issued.. Each accounting fund can have an unlimited number of checking accounts. Checks in each checking account are tracked separately but all transactions are rolled into the same accounting fund. Anytime a check needs to be issued, a Payment Request is entered into the system for the appropriate checking account. Once approved, a bank check is ready to be issued. The system will track the activity to make sure a vendor is not paid twice for the same invoice, even if it is in different checking accounts or accounting funds. If the vendor issues terms for payment, then the system will also track the terms and will request the check for the date that will allow you to hold the money the longest but still take advantage of the biggest discount that may be available.

HINT: You can position your mouse pointer over any of the icons below to see a brief text-only description on that application.

Check Processing Modules Overview

Payment Request is used to enter, modify, print and authorize requests for checks. A Payment Request will contain all the information necessary to determine the item or items that need to be paid for, who is going to be paid, the amount to be paid, and which account the item will be charged to.
Security Level: To view - Read Only. To enter, change and inquire - Normal. To delete - Advanced.

Double clicking on the Payment Request icon will bring up the Payment Request dialog box.

The following is a break down of the dialog box:

You can narrow down the payment requests that you want to see on the report by - Department, Person, Vendor, Type, Status, Number, Voucher or all requsts.

The Authorization Mode option provides for a quick way to approve or reject requests.

There is a combo box that appears after you click on the option desired. It will list selectable items pertinent to the option chosen. Example: If the Payment Requests by Department option is checked, the combo box title will show Departments with all departments listed.

The Minimum Check Date and Maximum Check Date fields are optional to set a date range for requests you want to see. If you don't use either one of these fields, then all requests that meet the other criteria will be shown.

Click on the button and the requested report will be generated.

[This scrollable report is shown in three parts because of size constraints.]

If you need more details or want to perform maintenance on any request, just double click anywhere on the line and the Payment Request Master will be displayed.

The maintenance for requests is divided into two parts - the Payment Request Master and the Payment Request Detail.

The Master will contain overall information about the request, while the Detail will contain the individual items that need to be paid.

The Detail is accessed by clicking on the Next button on the Master dialog box.

If you want to print any report, click on the printer icon on the tool bar and the Print Payment Request will be displayed.

Your have four options for printing out request reports.

The Print summary as shown option will print the summary of requests just as it appears.

The Payment Request Alignment Form option is used to print a sample form to check for field alignment.

The Print Payment Request Form option is used to print out actual forms.

The Create Payment Request File option will create a ASCII data file to produce a form with a third party program.

Payables List is used to produce different views of payment request information. This process allows you to select a format for the data. You can indicate any selection criteria and you can even get each of the reports for a particular vendor.
Security Level: To create reports - Read Only. To perform maintenance - Privileged.

Double clicking on the Payables List icon will bring up the Payables List dialog box.

The following is a break down of the dialog box:

The Payables Due Summary option is used to review all outstanding payment requests.

The Payables Due Detail option is used to show all payment request line items entered by a vendor.

The Check Voucher option is used to show all payment request line items entered by a vendor.

The Aged Payable Due option is used to show all payment request line items entered by a vendor.

The Voucher Statistics option will provide a payment request summary by voucher code and voucher number, and how many requests are in each one.

The Departments combo box will list all departments identified to the system.

The Voucher Code combo box (not shown) will only be available if the current checking account has vouchers implemented. It will provide a payment request summary by voucher code and voucher number, and how many requests are in each one.

The Request Number Start field is optional and if left blank, will cause the report to start with the first payment request in the file. You can override this by entering a specific date.

The Request Number End field is optional and if left blank, will cause the report to show all payment requests through to the most recent request number. You can override this by entering a specific date.

The Req Date Start field is optional and if left blank, will cause the report to start with the first payment request in the file. You can override this by entering a specific date

The Req Date End field is optional and if left blank, will cause the report to show all payment requests through to the most recent request number. You can override this by entering a specific date.

The Amount Start and End fields are optional and if left blank, will show all money amounts. You can override this and enter a specific amount.

The Vendor Search button is used to restrict any of the reports to a particular vendor.

The Every Status button is used to select specific check request status codes, or if none are selected, then all statuses will be shown.

The All Payment Types button is used to select specific payment types, or if none are selected, then all payment types will be shown.

Click on the button and the requested report will be generated.

Produce Checks is used to turn approved Payment Requests into actual bank checks. Once a request is turned into a check, the request is removed from the system. All appropriate accounting transactions will be generated at this time and will be placed in the Check Journal.
Security Level: To view - Read Only. To create bank checks - Privileged. To perform maintenance - Manager.

Double clicking on the Produce Checks icon will bring up the Produce Checks dialog box.

The following is a break down of the dialog box:

The Vendor Id option is used to do a check sort by vendor identification.

The Vendor Name option is used to do a check sort by the name of the vendor.

The Vendor Contact option is used to do a check sort by vendor contact's name.

The Zip/Postal Code option is used to do a check sort by Zip and/or Postal Code.

The Through check request date field is used to restrict the number of payment requests that will be offered for payment.

The The Date of the Check field is used to enter the date that will appear on the check.

Click on the button and the requested report will be generated.

Cancel Check is used to select an issued check, mark it as canceled and reverse all accounting transactions that were initially generated by the check. This option can only cancel one check at a time. The accounting transactions generated by this option will be posted to the Check Journal.
Security Level: To cancel a check - Advanced. To override error messages - System.

Double clicking on the Cancel Check icon will bring up the Cancel Check dialog box.

Enter any check number that was issued in the current checking account.

Click on the button and if the check number is found then the Cancel Check Verification dialog box will appear.

The entire dialog box is read only except for the Reason field. If this is the correct check, then enter a reason for the cancellation and click on the OK button.

Credit Memo is used to record Credit Memorandums that you may receive from a vendor. Credit Memorandums are as good as cash but can only be spent with the vendor who issued it. When a check is being issued to a vendor, the system will look first for any outstanding Credit Memos. If it finds any, then it will add it to the check stub and will deduct the amount from the total being paid to that vendor.
Security Level: To add or change - Normal. To delete - Advanced.

Double clicking on the Credit Memo icon will bring up the Credit Memo dialog box.

The following is a break down of the dialog box:

The Start Date and End Date fields are used to enter a date range for the report.

The All Vendors button is used to restrict the report to a particular vendor.

The Show Completed Memos check box, if checked, will display both open and closed Credit Memos.

Click on the button and the requested report will be generated.

[This scrollable report is shown in two parts because of size constraints.]

You can change any Credit Memo on the report just by double clicking anywhere on the line and the Credit Memo maintenance dialog box will be displayed.

Check Inquiry is used to look up any check issued from the current fund in the current checking account. Once you specify a check number, the system will display the details for that check.
Security Level: To view - Read Only. To maintain the Accounts Payable Detail of a check - Advanced.

Double clicking on the Check Inquiry icon will bring up the Check Inquiry dialog box.

Enter any check number that was issued in the current checking account.

Click on the button and if the check number is found then the Check Inquiry report will appear.

[This scrollable report is shown in two parts because of size constraints.]

Check Reports is used to produce different views of bank check information. This process allows you to select a format for the data. You can indicate any selection criteria and even get each of the reports for a particular vendor.
Security Level: To create reports - Read Only.

Double clicking on the Check Reports icon will bring up the Check Reports dialog box.

The following is a break down of the dialog box:

The Numeric Check List option will show all check in numerical order.

The Vendor Summary option will show all checks issued by vendor.

The Vendor Detail option will show each line item that made up a check.

The Review by Account option will show the detail of each Chart of Account that was used to post a check.

The Cash Disbursements option will show the distribution of each line item on the checks.

The Check Detail option will show each check on it's own page.

The Check Voucher option will only be available if vouchers are implemented for the current checking account.

The First Fiscal Year combo box will contain all accounting years established for the current fund.

The Voucher Code combo box will contain all voucher codes identified to the system.

The Check Number Start field is optional and if left blank, will cause the report to start with the first bank check in the first fiscal year. You can override this by entering a specific check number.

The Check Number End field is optional and if left blank, will cause the report to show all bank checks through to the most recent check number. You can override this and end a report early.

The Check Date Start field is optional and if left blank, will cause the report to start with the first bank in the first fiscal year. You can override this by entering a specific start date.

The Check Date End field is optional and if left blank, will cause the report to show all bank check through to the most recent check number. You can override this and end a report early .

The Voucher Number field (not shown) is optional and is used to enter the actual number if known.

The Vendor Search button is used to restrict any of the reports to a particular vendor.

Click on the button and the requested report will be generated.

Check Register is used to show all the activity in a checking account in chronological order and also show the balance at any point in time. This report will pull information, such as, deposits, transfers, service charges, etc., together in a timeline.
Security Level: To produce the Check Register - Read Only. To change the process flag on activity items - Advanced.

Double clicking on the Check Register icon will bring up the Check Register dialog box.

The following is a break down of the dialog box:

The Starting Fiscal Year combo box contains all of the fiscal years defined for the current fund.

The Optional Start Date and Optional End Date fields are used to enter optional start and end dates for the report.

The Cancel button will stay active during the collecting of requested information. If desired, you can click on the Cancel button to stop the collection of data while the hourglass is showing.

Click on the button and the requested report will be generated.

[This scrollable report is shown in two parts because of size constraints.]

Void a Check is used to identify that a check was unusable to the system. For audit purposes, the system will keep track of check numbers. For tracking purposes, every check needs to be accounted for. This option will allow you to identify to the system just what checks are unusable and why they are being voided.
Security Level: To access and use - Advanced.

Double clicking on the Void a Check icon will bring up the Void a Check dialog box.

The following is a break down of the dialog box:

The Starting Check Number field is used to enter the first check number to be voided.

The Ending Check Number field is used to enter the last check number to be voided.

The Reason for void field is used to enter the reason why the check(s) had to be voided.

Click on the button and the check will be voided.

Bank Reconcile is used to balance with the bank statement. All checking accounts are handled by a bank or financial institution and will supply you with a statement, usually on a monthly basis. Checking account activity consists of processing checks, deposits, transfers, service charges, etc.
Security Level: To access and use - Advanced.

Double clicking on the Bank Reconcile icon will bring up the Bank Reconciliation dialog box.

The following is a break down of the dialog box:

The Process Bank File button is used to read a file provided by a bank that contains the checks that have cleared.

The Starting Fiscal Year combo box contains all fiscal years defined for the current fund.

The Optional Start Date field is used to enter the first date to review.

The Optional End Date field is used to enter the last date to review.

The Cancel button will stay active during the collecting of requested information. If desired, you can click on the Cancel button to stop the collection of data while the hourglass is showing.

Click on the button and the requested report will be generated.

Vendor Inquiry is used to show all activity for any company in the current fund. This option allows you to select any vendor you do business with. The system will show you every outstanding Purchase Requisition and Payment Request for that vendor. It will span checking accounts and fiscal years. This will be a comprehensive list of activity.
Security Level: To view and use - Read Only. To maintain Payment Requests - Manager.

Double clicking on the Vendor Inquiry icon will bring up the Name and Address Selection dialog box.

Double click on the desired vendor's name and a report will appear listing all activity for that vendor.

Double click on any line and the detail report for it will be generated.

[This scrollable report is shown in two parts because of size constraints.]

Check Wizard is used to define the forms and data files that will be used with Check Processing. This includes Payment Requests and Bank Checks. The Misc. Income 1099 form is also included.
Security Level: To access and use - Manager.

Double clicking on the Check Wizard icon will bring up the Check Wizard dialog box.

The following is a break down of the dialog box:

The Form Type combo box will list all forms and files used in Accounts Payable.

The Form Body option will be all the fields that will appear on the form itself.

The Detail Columns option will define the fields that will appear in the detail section on the form,

The Page Alignment check box, if checked, indicates that an alignment form is required to print this form. NOTE: This box should be checked when using pre-printed forms.

The Page Breaks: check box, if checked, will cause a top of form to be issued between each field. If unchecked, the system will create all the forms as one page.

The Page Size: field is the size of the form in inches.

The Form Fields: list box will show all of the fields currently defined for the form and/or data file.

The Add Field button is used to move the contents of Field Details to the Form Fields list box.

The Delete button is used to remove the current active field from the Form Fields list box.

The Move Up button is used to take the current active field and make it switch places with the line above it.

The Move Down button is used to take the current active field and make it switch places with the line below it.

The Field Name: combo box contains a list of all the possible types of fields that the system allows on the form/file..

The Field Label: field is the label that will appear on the field.

The Field Size: fields are in two parts. The first part applies to all fields and is the total size on the field for the form/file. The second field is the number of decimal places for money fields.

The Alignment section contains options to indicate where a field will appear within the field width, either on the Left most position of the field, Centered, or on the far Right side as possible.

The Positon Over/Position Down: fields are used in combination with each other. These fields will determine the exact position that the field will appear on the form.

The Font Width/Font Height fields are used in combination with each other to determine the size of the characters that will print on the form.

The Total Detail Lines: field is used to tell the system where to begin the detail and what fields to use for the columns.

The Column Headings check box, if checked, will take the first detail line and will place the column headings on this line. If unchecked, then no column headings will be displayed.

The File Specifications: button will only be active when defining a data file.

The List Specs button will save the dialog box and will display a window with all form specifications.

The Test Form button will save the current form definition and print a test alignment page.

The Copy Form button is used to start the copy utility for forms.
WARNING: Using this feature will replace the existing form with the form selected for copy. This means that if you already have a form defined when you use this feature, the existing form will be deleted and replaced with the selected form.

Click on the button and the form will be generated.

Misc. Inc. 1099 Form is used to show the amount of money paid to particular vendors over a period of time, usually a calendar year. The specific government form is used to report income of anyone that has received income that would not otherwise be reported on a W-2 statement. This will report on all vendors for the current fund, regardless of the checking account used.
Security Level: To view - Read Only. To create 1099s - Manager.

Double clicking on the Misc. Inc. 1099 Form icon will bring up the Misc. Inc. 1099 Form dialog box.

The following is a break down of the dialog box:

The All Qualified Vendors option will consider every vendor.

The Vendors with Fed Ids option will consider only vendors that have been setup as vendors and have a Vendor ID number assigned.

The Vendors with 1099 Flag option will consider only vendors that have with a Yes in their 1099 flag.

The Fed Ids and 1099 Flags option will consider only vendors that require both a Fed Id and 1099 flag.

You can sort the Misc Income by either Vendor Id, Vendor Name, Zip/Postal Code,Amount Ascending or Amount Descending order.

The First Fiscal Year combo box contains fiscal years to choose from.

The Tax Year field is used to set the tax year.

The Start Date and End Date fields are used to set a date range for the report.

The Minimum Amount field is used to indicate the minimum reporting amount.

The Facility Name button is used to perform a standard Name and Address search to find a vendor.

The Include all Checking Accounts as one check box, if checked, will include all checking accounts.

The Include all Accounting Funds as one check box, if checked, will use all funds defined for the current organization.

Click on the button and the requested report will be generated.

[This scrollable report is shown in two parts because of size constraints.]

If you want to print any report, click on the printer icon on the tool bar and the Print Payment Request will be displayed.

Your have four options for printing out requesed reports.

The Print summary as shown option will print the summary of requests just as it appears.

The Misc. Income 1099 Alignment Form option is used to print a sample form to check for field alignment.

The Print Misc. Income 1099 Form option is used to print out actual forms.

The Create Misc. Income 1099 File option will create a ASCII data file to produce a form with a third party program.

Expense Journal is used to view and/or post expense transactions to the General Ledger. This option defaults to the Expense Journal but if your security is set high enough you can post any journal. The transactions on this journal are generated when a Payment Request is approved for processing. This will allow the expense of items to be posted right away. Purchase Order expenses can also appear on this journal.
Security Level: To access and use - Privileged. To delete a journal without posting it - System.

Double clicking on the Expense Journal icon will bring up the Expense Journal dialog box.

The following is a break down of the dialog box:

The current Accounting Fund and Accounting Year will be displayed at the top of the dialog box. If the right fund and year is not displayed, use the Change Fund and/or Change Year options to make changes. For more information on how to perform these procedures, see Common Functions in Product Demonstration Accounting. The Journal Status will show the current status of the Journal. You can click on the Draft button to get a draft report of the Journal. When you are ready to post the Journal, click on the Post button.

NOTE: The Post button will not be active unless the Journal is ready to be posted and you are authorized to post it.

When a Journal is posted, the transactions are posted to the General Ledger and are removed from the Journal.

Check Journal is used to view and/or post expense transactions to the General Ledger. This option defaults to the Check Journal but if your security is set high enough you can post any journal. The transactions on this journal are generated when a check is issued. The accounting transactions generated from a check would appear on this journal.
Security Level: To access and use - Privileged. To delete a journal without posting it - System.

Double clicking on the Check Journal icon will bring up the Check Journal dialog box.

The following is a break down of the dialog box:

NOTE: The Post button will not be active unless the Journal is ready to be posted and you are authorized to post it.

When a Journal is posted, the transactions are posted to the General Ledger and are removed from the Journal.

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Last Modified: Saturday, January 02, 2010 at 12:00 AM.