Voucher Selection

Voucher selection allows you to choose which vendor invoices (AP vouchers) you want to pay. There are several options to select your vouchers for payment.  

Voucher Selection by Due Date

When entering AP Vouchers, you must enter a Due Date to use this option.

NAVIGATION: CHECK PROCESSING menu > Voucher Selection > By Due Date

1. Select the Paygroup or leave blank to include all paygroups.
2. Enter or select the Payment Date.  This should be the date you use as the check date when printing checks.
3. Enter or select the Start Due Date or you may leave the date blank to get all invoices with not due date or an old date. Entering a date here will only select vouchers with a due date equal to or after this date.
4. Enter or select the End Due Date.  Invoices with a due date later than this date will not be selected for payment.  
5. Recommend that a date that is a couple of days after your next Payment date be used.  This will select vouchers that are due, up to the next check printing and a couple more days after to give time for mailing.
6. Click PROCESS to select the vouchers for payment.

Voucher Selection Grid

NAVIGATION: CHECK PROCESSING menu > Voucher Selection > Voucher Selection Grid

1. You may select a Vendor Number to constrain by that vendor or leave blank to include all vendors with the other selection criteria
2. You may select a Pay Group to constrain the selection grid by or leave blank for all
3. Press the Rebuild Grid button on the bottom left.  All posted/unpaid vouchers within the selection criteria will be listed
4. Select the vouchers you would like to pay by clicking in the box to the left of the voucher.  Or, you can click the SELECT ALL button to select all the vouchers listed.
5. Once your selections have been made, click SAVE and close the selection grid.
6. Note:  For easier finding of vouchers, the Ordering selection on the bottom right will sort the vouchers by: Vendor Number Order, Voucher Order, Due Date Order, Vendor Name Order, Vendor #/Invoice # Order

Review Vouchers Selected

Pre-Check Writing Report

The Pre-Check Writing report will show you all the vouchers that are selected for payment. 

NAVIGATION: CHECK PROCESSING menu > Pre-Check Writing Report

1. Select the Check ID
2. Select the Paygroup or you may leave this blank to generate a report for all paygroups that use the selected Check ID.
3. Check the user that selected the vouchers.  Your name will be automatically selected. If you want to include vouchers selected by a different user, check that user.
4. Print, preview, or save the report (see Report Preview, Print and Save Options).
5. Review this report for vouchers that you may not want to include in the check run.

Vouchers Not Selected Report

This report will show you any vouchers in the system that have not been selected for payment.

NAVIGATION: CHECK PROCESSING menu > Vouchers Not Selected

1. Select the Check ID
2. Select the Paygroup or you may leave this blank to generate a report for all paygroups that use the selected Check ID.
3. Print, preview, or save the report (see Report Preview, Print and Save Options).
4. Review this report for vouchers that you may have missed and should have included in the check run.
5. Add or remove vouchers for the check run using the Voucher Selection Grid.

Check Processing Wizard

The Check Processing Wizard will allow you to print checks based on your voucher selections. Checks and deposit slips may be printed, accounts payable checks may be processed and posted.

NAVIGATION: CHECK PROCESSING menu > Check Processing Wizard

1. Check ID: enter or select the checkbook ID for the check run
2. Pay Group
   1. Enter or select a Pay Group. Only vouchers for the pay group selected will have checks created.
   2. The pay group and the check book ID must be compatible or the program will not advance.  
   3. If the pay group is left blank, the program will create checks for all selected vouchers with pay groups compatible with the check book ID selected.
3. Process Vouchers Already Selected by
   1. Your name will automatically be selected.
   2. If you want to include vouchers selected by a different user, select that user.
   3. If vouchers were not selected in the previous step, the window will be blank
4. Payment Date: enter or select the payment date
5. Check Date
   1. Enter or select the date to be printed on the check and the date to be recorded in the general ledger
   2. Typically, the payment date and check date would be the same date
6. Click NEXT
7. If there are un posted checks in the program an info box will ask "Checks already exist - Recalculate?"   
   1. Answer YES and the program will recalculate checks based on current selections and/or changes made.  Information for checks that have already been printed will be lost. The program will move to Check Processing - Voucher Selection/Pre-Check Report
   2. Answer NO and the program will move to Check Processing - Check Verification
8. Click NEXT
9. Print Paper Checks
   1. Verify that the starting check number is correct
   2. Select the correct printer
   3. Enter a signature password (if required)
   4. Click PRINT CHECKS
   5. Once the checks have been printed, click NEXT to move to the Check Verification view.
10. Verify Printed Checks
    1. Verify that the checks printed correctly before moving on to the next step
    2. If any check(s) did not print correctly, see Fix Incorrect Checks During Check Processing 
11. Click NEXT
12. Process ACH Payments
    1. If the selected vouchers include an ACH payment, the ACH transactions printing will be next.
    2. Verify that the starting ACH # is correct
    3. Select ACH Form Printer 
    4. Click PRINT ACH FORMS/ASSIGN ACH NUMBERS
    5. Once the ACH Forms have been printed, press NEXT to move to the ACH Verification view
13. Verify ACH Forms
    1. Verify that the ACH forms have printed correctly before moving on.
    2. If any forms did not print correctly, see Fix Incorrect Checks During Check Processing 
    3. Reprint ACH forms using the same instructions.
14. Click NEXT
15. Finalize and post the check run
    1. On the Post Checks view, press FINISH to post the checks
16. Print Check Posting Register
    1. After the posting is completed, the "Print Check Register" request will appear.
    2. It is recommended that you print your register at this time.
    3. Click YES.  
    4. On the Check Register print view, do not change any settings.  Print, preview, or save the report (see Report Preview, Print and Save Options).

Restarting Check Processing Wizard

1. If you click CLOSE at any time during the check processing wizard process, the message, "You are Exiting the Check Process without Finishing (Are you sure)?
   1. To Cancel this process press CANCEL.
   2. Click NO to return to check processing and continue
   3. Click YES to close and save your work.
2. The checkbook will be locked and no other user will be able to start a check run using this checkbook until you have completed this check run.
3. When you return to the check process, you will receive the message "Checks Already Exist - Restart Process?"  
   1. If checks have been printed, click NO. This will allow you to complete and post the check run.
   2. If you do not know why you see this message, click NO.  
      1. Click NEXT until you reach the Check Verification page.
      2. See if the checks are listed and if they are "set to print" or "printed".
      3. If there are no checks listed, click NEXT until you reach the ACH Verification page.
      4. The listed checks and ACH payments are probably not recorded as paid yet and the process may need completed. 
   3. Click YES to recalculate the check process and any printed checks will be marked as un-printed. If additional vouchers have been selected for payment, the check numbers calculated may be different than the original check printing.
   4. Click CANCEL to undo all processing and start over.  This is only recommended if you have not printed checks.

NEED MORE HELP?  Submit a ticket to the Help Desk or call (814) 535-7810 or (800) 889-3388