How To: Print, Void, and Reprint checks from the A/P Module

The A/P module allows you to pay bills via entering in due amounts, then printing checks for the related vendors. These bills can be anything from standard garnishments, to utility bills that you wish to track the payments of from the software. This article will walk you through the cycle of entering in a bill, printing a check, then how to properly void and reprint a check.

Entering a Liability

To begin, first search and double click the vendor from the “Search” tab which will take you to the “Enter Liabilities” tab. From here you’ll first click “Insert”, select both the Vendor and Bank Accounts, set the Bill and Due Dates, and optional enter a reference or comment for this particular entry as shown below. Once the required items are entered, click Save.

With the top details filled out, you can now enter in the Pay Item(s) you wish to associate with this particular entry. To add an entry, right click and select “Add”, select the Program, Chart, and enter in the Amount, then click Save. To add additional entries, simply repeat the process.

Printing A/P Checks

With at least one pay item entered in, you’ll now go to the “To Be Paid” tab on the top. This tab will show entries from ANY unpaid pay times that haven’t yet been processed. To print, right click and select either “Print All”, or “Print Single”.

You’ll be given a confirmation box that you’re going to be printing either a single or all open checks, then another box where you’ll enter the Check Date, select the printer, and click OK.

Voiding Checks

Should you need to void a check for any reason, you’ll follow the below process to voiding a check. Navigate to the “Enter Liabilities” tab that houses the processed check, click on the lower “Checks” tab, right click and select “Void Check”.

Once selected you’ll receive a confirmation box, click OK. Once done the voided entry will now have a “Void Date” and the check has been voided.

Reprinting Checks

Depending on if any information regarding the printed check needs to change will depend on if you void the check or simply reprint it. If ALL the information (Amount, Vendor, Bank Account, Bill Date, etc) is correct and the check printed incorrect or was lost, then you’ll navigate to the liability where the check was printed, click the lower “Checks” tab, right click the check and select “Reprint”.

If any of the information is incorrect, the check will need to be voided by following the “Voiding Checks” process outlined above first, making the needed changes, then the check will be listed on the “To Be Paid” tab to be printed.