How to Pay Regular AP Vouchers

Voucher Selection

NAVIGATION: CHECK PROCESSING menu > Voucher Selection

  1. Select the AP vouchers you want to pay.
  2. There are several methods here to select your vouchers for payment.  You may select vouchers by:
    1. Using Voucher Selection by Due Date
      1. Important:  When entering AP Vouchers, you must enter a Due Date to use this program.
      2. Go to Check Processing>>Voucher Selection>>By Due Date
      3. Select the Paygroup or leave blank to include all paygroups.
      4. Enter or select the Payment Date.  This should be the date you use as the check date when printing checks.
      5. 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.
      6. Enter or select the End Due Date.  Invoices with a due date later than this date will not be selected for payment.  
      7. 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.
      8. Press the Process button to select the vouchers for payment.
    2. Using the Voucher Selection Grid
      1. Go to Check Processing>>Voucher Selection>>Voucher Selection Grid.
      2. You may select a Vendor Number to constrain by that vendor or leave blank to include all vendors with the other selection criteria
      3. You may select a Pay Group to constrain the selection grid by or leave blank for all
      4. Press the Rebuild Grid button on the bottom left.  All posted/unpaid vouchers within the selection criteria will be listed
      5. Select the vouchers you would like to pay by clicking in the box to the left of the voucher.  Or, you can hit the “Select All” button to select all the vouchers listed.
      6. Once your selections have been made, press Save and close the selection grid.
      7. 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
    3. Using only the Check Processing Wizard (see directions below)

Pre-Check Writing Report

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. Press PREVIEW or PRINT 
  5. Review this report for vouchers that you may not want to include in the check run.

Vouchers Not Selected Report

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. Press PREVIEW or PRINT
  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

NAVIGATION: CHECK PROCESSING menu > Check Processing Wizard

  1. Select the Check ID
  2. Select the Pay Group or leave blank to include all paygroups for the selected Check ID
    1. NOTE:  If the Pay Group is selected first, the Check ID will automatically be selected
  3. Select the user who has selected the vouchers to process under Process Vouchers Already Selected by.  Your name will automatically be selected.  If you want to include vouchers selected by a different user, select that user.
    1. NOTE:  If vouchers were not selected the window will be blank
  4. Enter the Payment Date and Check Date.  Normally these should be the same dates.
  5. Press NEXT
  6. "Checks Already Exist - Restart Process?"  If you receive this message, then a check run was started and not completed.  See Restarting Check Process for more information.
  7. The Voucher Selection View will allow you to select or unselect vouchers before calculating the check run
  8. PREVIEW or PRINT the Pre-Check report if applicable
  9. Press NEXT
  10. Verify that the starting check number and your check printer are correct, enter a signature password if required, and press PRINT CHECKS.
  11. Once the checks have been printed, press NEXT to move to the Check Verification view.
  12. Verify that the checks printed correctly before moving on.  If any checks did not print correctly see How to Fix Incorrect Checks During Check Processing
  13. Press NEXT.  If you have ACH transactions, the ACH printing view will be next.
  14. Verify that the starting ACH # and your ACH Form Printer are correct, then press PRINT ACH FORMS/ASSIGN ACH NUMBERS
  15. Once the ACH Forms have been printed, press NEXT to move to the ACH Verification view
  16. Verify that the ACH forms have printed correctly before moving on.  If any forms did not print correctly see How to Fix Incorrect Checks During Check Processing.  Reprint ACH forms using the same instructions.
  17. Press NEXT
  18. On the Post Checks view, press FINISH to post.
  19. After the posting is completed, the "Print Check Register" request will appear.  It is recommended that you print your register at this time.  Press YES.  On the Check Register print view, do not change any settings.  Press PREVIEW or PRINT to generate the report.

Restarting Check Processing Wizard

  1. If you press CLOSE at any time during the check process, the message, "You are Exiting the Check Process without Finishing (Are you sure)? To Cancel this process press CANCEL.  To close and save your progress press YES.
  2. Press NO to return to check processing and continue
  3. Press YES to close and save your work.  
  4. 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.
  5. When you return to the check process, you will receive the message "Checks Already Exist - Restart Process?"  
  6. If checks have been printed, press NO. This will allow you to complete and post the check run.
  7. If you do not know why you see this message, press NO.  Press NEXT until you reach the Check Verification page. See if the checks are listed and if they are "set to print" or "printed".  If there are no checks listed, press NEXT until you reach the ACH Verification page. The listed checks and ACH payments are probably not recorded as paid yet and the process may need completed. Please call the Horizon Help Desk if you require assistance.
  8. Pressing YES will 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.
  9. Press CANCEL to undo all processing and start over.  This is only recommended if you have not printed checks.

4/2021

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