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A/P Check Printing / Check Printing and Electronic Payment - Fields |
A/P Check Printing / Check Printing and Electronic Payment
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Enter a bank code or click the Lookup button to list all bank codes. If the Default Bank Code to Last Bank Code Used check box is selected in Accounts Payable Options, this field displays the bank code you last selected in this task. If the Default Bank Code to Last Bank Code Used check box is cleared, this field displays the bank code selected in the Default Bank Code field in Accounts Payable Options.
If you are processing electronic payments, the Pre-Note Approved check box must be selected for the bank code in ACH Maintenance.
If you plan to perform Accounts Payable from Accounts Receivable clearing, do not enter bank code Z, which is used during the clearing process. For more information, see Perform Accounts Payable from Accounts Receivable Clearing.
Form Code
Enter a code to identify the printing format to use for this form, or click the Lookup button to list all form codes. Form codes can be established for different formats. To define a new format, enter a new form code. The Template Selection window appears, allowing you to select a template for the new format.
Click Designer to customize the form using Crystal Reports Designer. This button is available only if the Crystal Reports Designer software is installed on your workstation and the appropriate security is set up.
Note New form codes are saved for the current user and company. The last form code entered appears as the default code the next time this task is accessed.
This field defaults to the default form code entered for the bank code in Bank Code Maintenance. If a default form code is not entered in Bank Code Maintenance, this field defaults to the last form code used.
Note If watermark text was defined in Form Maintenance for Accounts Payable checks, the watermark text will be activated when printing or previewing the PDF.
Description
Type the description of the form code.
Multi-Part Form Enabled
Select this check box to enable multi-part printing using the Multi Part Form Maintenance window. The Multi Part button is available only if this check box is selected. Clear this check box to disable multi-part printing.
Multi-part printing allows you to print your documents to multiple locations. This functionality takes the place of preprinted multiple part carbon/carbonless forms.
Select an option for sorting checks.
Note This field does not apply to electronic payment vendor remittance advices; they will be sorted by the vendor number.
Enter the check date, or click the Calendar button to select a date from the calendar. The check date can be different from the current accounting date.
Verify that the number displayed is the same as the first check in your printer. If this is a continuation of a previously started check printing cycle, or if the check number does not match the first check in your printer, type the correct starting number.
Select the check form type to use.
Note You cannot save the selection in this field to the Standard form code. To save the selection, enter a form code other than Standard in the Form Code field.
Paperless Office Output
Select the appropriate option for printing, saving, or electronically delivering the form. The results of your selection depend on whether the Print, E-mail, and/or Fax check boxes are selected for each customer, vendor, or employee in Paperless Office Delivery Options.
Select...
...to perform the following when these check boxes are selected in Paperless Office Delivery Options for the customer, vendor, or employee
E-mail and/or Fax check box
Print check box
None
Print All
Hard copies of all selected forms are printed.
Hard copies of all selected forms are printed.
Hard copies of all selected forms are printed.
Electronically Deliver Only
The selected forms are saved as PDF and sent by e-mail and/or fax.
Nothing
Nothing
Print/PDF for Print Delivery Option
Nothing
The selected forms are saved as PDF and printed as hard copies.
The selected forms are saved as PDF and printed as hard copies.
Print/PDF All and Electronically Deliver
The selected forms are saved as PDF, printed as hard copies, and sent by e-mail and/or fax.
The selected forms are saved as PDF and printed as hard copies.
The selected forms are saved as PDF and printed as hard copies.
Print/PDF or Electronically Deliver
The selected forms are saved as PDF and sent by e-mail and/or fax.
The selected forms are saved as PDF and printed as hard copies.
The selected forms are saved as PDF and printed as hard copies.
Print/PDF All
The selected forms are saved as PDF and printed as hard copies.
The selected forms are saved as PDF and printed as hard copies.
The selected forms are saved as PDF and printed as hard copies.
PDF All
The selected forms are saved as PDF.
The selected forms are saved as PDF.
The selected forms are saved as PDF.
If you select an option that includes electronic delivery, click the Electronic Delivery button to select e-mail or fax options in Electronic Delivery for Forms.
Note This field is not available if Deferred is selected in the Printer/Output field.
Note For electronic delivery, the Print button is enabled only if the appropriate electronic delivery options are selected and the sender e-mail address is entered. The default sender address can be entered in Paperless Office Options or Company Maintenance, and it can be changed in Electronic Delivery for Forms.
Select this check box to print the remit-to vendor name and address. Verify that the remit-to information is entered correctly in Remit To Address Maintenance. Clear this check box to print the vendor name and mailing address entered in Vendor Maintenance.
Select this check box to reprint previously printed checks within the selected range. Clear this check box to print only the checks that are not yet printed. If this check box is cleared and all checks within the selected range are already printed, then no checks are printed.
Note This check box setting cannot be saved with the form code. This check box will always be cleared when you select a form code, even if the check box was selected when the form code was saved.
Select this check box to print the checks with general ledger distribution information. Clear this check box if you do not want to print the general ledger distribution information.
Note Distribution can be printed only if the Track Detailed Invoice/Payment History check box is selected in Accounts Payable Options.
Select this check box to print checks in the American National Standards Institute (ANSI) format. Printing in this format aids in the use of Optical Character Recognition (OCR) for automatically reading and encoding check amounts by stripping leading asterisks, removing commas in the check amount, and left justifying the amount to the preprinted dollar sign ($) on the check form. Clear this check box if you do not want to print checks in the ANSI format.
For more information about printing in ANSI format, see Print a Check in ANSI Format.
Check amounts of $1,200.50 and $1.00 print as follows:
Standard Check
ANSI Check
* * * * $1,200.50*
1200.50
* * * * * * * *1.00*
1.00
Type the message to print on the check memo line.
Type the stub message.
Note The forms are not set up to print the stub message. To print the stub message, you must add the stub message field to the form using Crystal Designer.
Type the number of detail lines to print for each check. Verify that the check form selected has sufficient space for the number of stub lines entered. If the number of lines to print exceeds the value entered in this field, you are prompted to print the Extended Stub Report. If the number of lines to print are less than or equal to the value entered in this field, but there is insufficient space on the check form, you are prompted to print the Extended Stub Report only if the Always Print Extended Stub Report check box is selected in Accounts Payable Options.
Enter an effective date to determine when electronic payments will take place, or click the Calendar button and select a date from the calendar.
This field is available only if you selected Checks at the Select Payment Type window and if either the Print Vendor Remittance Advice check box is cleared or the Allow Partial Allocation of Payment check box is selected in Accounts Payable Options.
Operand
Select an operand to limit your selection to a particular value or range of values. When selecting a value using the Lookup button or entering a value directly into the Value field (and moving out of the field), the operand automatically changes to Equal to. Likewise, when selecting a value using the Lookup button for a range or entering values directly into both Value fields, the operand automatically changes to Range.
The following operands are available:
Operand
Operand Function
All Selects all information for the Select Field. Begins with Selects only the information for the Select Field that begins with the value entered in the Value field. Ends with Selects only the information for the Select Field that ends with the value entered in the Value field. Contains Selects only the information for the Select Field that contains the value entered in the Value field. Less than Selects only the information for the Select Field that is less than, but not equal to, the value entered in the Value field. Greater than Selects only the information for the Select Field that is greater than or equal to the value entered in the Value field. Range
When Range is selected, two Value fields are used. Information is selected that is greater than or equal to the first value entered and less than or equal to the second value entered in the Value fields.
Note Entries in the "From" Value field may change to the entry made in the "To" Value field, if the "From" Value contains a lowercase letter and the "To" Value contains an uppercase letter. This occurs because lowercase letters are greater than uppercase letters. For example, if 01a is entered in the "From" Value field and 01C is entered in the "To" Value field, the "From" Value field changes to 01C.Equal to
Selects only the information for the Select Field that is equal to the value entered in the Value field.
Not Equal to
Selects only the information for the Select Field that is not equal to the value entered in the Value field.
Additional operands are available for date Select fields. The system date is used to calculate the date ranges. When one of the date operands is selected, the Value fields automatically default to the appropriate dates.
You can use commas (,) to separate multiple values; however, if your selection values already contain commas, you must use alternate separators to separate them.
Note When alternate separators are used, the value list must end with the alternate separator character.
The alternate separators include the following:
~ ! @ # $ % ^ & * ( ) = [ ] \ ; " / _ + { } | : < > ?
Note If you enter a value that contains a comma (for example, if a vendor number is
01-SAGE,WEST ), then you must enclose the value with an alternate separator (for example,%01-SAGE,WEST% ). Because the comma is a separator, if the value is not enclosed in alternate separators, the system can search for two incorrect values (for example, "01-SAGE" and "WEST", instead of "01-SAGE,WEST").If your company uses commas in item codes, use an alternate separator to select one or multiple item codes.
Value
Enter a value based on the operand entered, or click the Lookup or Calendar button to select a value from the list. Multiple values can be entered by using a comma or alternate separators to separate values.
Note If Country Code is an option in the Select field, and your source documents have no value in the Country Code field, the default Country Code entered in Company Maintenance is used as selection criteria for those documents.
You can enter single or multiple values as follows:
Operand
Value
All Selects all information for the Select Field. Begins with
Multiple values are separated by a comma or alternate separator. An OR condition is assumed.
Ends with
Multiple values are separated by a comma or alternate separator. An OR condition is assumed.
Contains
Multiple values are separated by a comma or alternate separator. An OR condition is assumed.
Less than Only single values are allowed. Greater than Only single values are allowed. Range Both Value fields are used to define a range. Only single values are allowed at each Value field. Equal to Multiple values are separated by a comma or alternate separator. An OR condition is assumed. Not Equal to
Multiple values are separated by a comma or alternate separator. An AND condition is assumed.
Note If you enter a value that contains a comma (for example, if a vendor number is
01-SAGE,WEST ), then you must enclose the value with an alternate separator (for example,%01-SAGE,WEST% ). Because the comma is a separator, if the value is not enclosed in alternate separators, the system can search for two incorrect values (for example, "01-SAGE" and "WEST", instead of "01-SAGE,WEST").
Note Check entry numbers are assigned to checks during Invoice Payment Selection and Check and Electronic Payment Maintenance. Invoices with the Separate Check check box cleared in the A/P Invoice Data Entry window for the same vendor all have the check entry number 001. Each invoice with the Separate Check check box selected has a check entry number assigned from 002 through 999.
Printer/Output
Select a printer or output method. The following output methods are available:
- Select Deferred to save the report or listing to your hard drive for printing at a future time using Deferred Printing.
- Select Export to export to a file type, such as PDF or Excel. The file can then be saved to your hard drive
. - Select Data Only Export to export only the data portion of the report (excluding header information) to a file type, such as PDF or Excel. The file can then be saved to your hard drive or
e-mailed. Note This option is available only if the report or listing contains header information.
- Select Office Merge to export data to a Microsoft Word or Excel template. For more information, see Office Template Manager.
- Select Paperless Office to e-mail, fax, or print the report as a PDF document. When you select this option and click Print, the Paperless Office Selection window appears and allows you to define recipient and message options.
