If you are doing miscellaneous small payments, such as to one-time temporary vendor, or if you have only small number of checks to cut or do several wire transfers per month.
However in large or mid-size organization Computer Checks payment mechanism is typically implemented. Before we consider computer checks procedures, please think about the following scenario. If you already made several manual payment and have not applied them yet – then, if you are doing automatic computer checks, you may issue the check second time, as CC procedure doesn’t know about your prepayments. This is why it is recommended to apply all your prepayments, or mark Automatically Apply Existing unapplied Payments, Credit Memos and Returns on Select Payables Checks form (sometimes you do not like the idea to do auto apply, when the applying sequence is based on PM Setup: by Document or Due date and would like to exercise manual selection control). Let’s begin the procedure review:
1. Select Payables Checks window, open it from Purchases in Transaction content pane. Create new batch, it will be automatically assigned the CC (please, note that the batch could not be recurring, as payment documents are not allowed in recurring batches). When batch is ready click on Transactions button on the bottom-right section. Here you need to make a decision, as the computer checks batch has its phases, you can go to: Select Payable Checks, Edit Payable Check Batch, Edit Payable Check (comparing to the previous batch option, here you can have some additional details, while dealing with each check individually; in the batch you have central place to handle multiple vendors and their checks) or Print Payables Checks. To follow our procedure, choose Select Checks. Here, select the ranges to include. We recommend you to restrict by the range of vendor ID first, and then by Vouchers or Document numbers (Vendor restriction should be applicable to the set of documents). Let’s now click on the Build Batch button on the top left section. At this point, the button changes its name to Add to Batch – here you can do new ranges and add them to the Batch
2. Edit Batch, let’s go this way. You will open super power window, where vendors are listed on the left pane and their documents are on the right. Let’s now deal with individual Invoice for the vendor – you can either uncheck or check it in the right side or go to its details – please highlight it and click on Edit Check on the bottom
3. Unapplied Amount. This is the way to increase check amount, as normally everything is applied on that step. Whatever you apply based on the increase of the unapplied amount could be in the future unapplied in Check Stub form (when you click check stub bottom on the bottom central section of the form)
4. Check Stub Documents. Here you can uncheck whatever was applied in the consideration of the increased Unapplied Amount. If you would try to uncheck other documents, you will get error message: You can’t remove a document from the check stub that’s paying an amount on the check
5. Print Checks. When you go on to the printing routine, you are really making the decision, as if you would like to void or reprint checks – these processes are associated with voiding of the checks involved automatic procedure. If you print alignment form, the next check number is processed as voided on the check book level
6. Customization Options. Technically you can use popular tools such as Microsoft Dexterity, Modifier with VBA or even Extender to intervene into Automatic Check Building and Editing in Great Plains. However the requests to such modification might be expected from large publicly traded corporation, or from mid-market company, having 20 Plus millions in the annual revenue. We do not recommend direct user interface customization for the small company, consider instead report set design, allowing you to determine the amounts of correction on GL, AR, or AP level
7. If you feel that your concerns are not addressed or your question is not answered, please feel free to contact our office. Support domestically in the USA, Canada, Mexico and internationally. This option is possible via Web Sessions, Skype or Phone conferences and direct visits onsite (in the case of the large scale project). Our consulting team speaks English, Chinese, Portuguese, Spanish, Russian, Filipino. Feel free to call us 1-866-304-3265, 1-269-605-4904, or email help@efaru.com
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