Summary

The Checks window displays a filtered list of Accounts Payable module checks. You can export the information that displays in the window to an MS Excel spreadsheet.

Step by Step

1     Open the Check Search window (AP> Check Search).

2     Filter the displayed checks. 

• Enter information in the fields in the search criteria section to filter the checks that will display in the window.
  • The Check From and Check To fields are used to filter the checks that display in the window by AP check number.
    • The AP Check number is set during the Check Register step (AP> Computer Checks> Check Register). Uncommitted AP checks will not have a check number until the batch has passed the Check Register step.
    • If you are using blank check stock (AP> Utilities> Setup> Checks tab> Use blank check stock toggle), the check number is set when the check is created in the Checks step (AP> Computer Checks> Checks) of the AP Computer Checks process.
  • The Date From and Date To fields are used to filter the checks that display in the window by AP check date. Press DELETE to remove a date from a date range field.
    • The check date of an AP computer check is set during the Checks step (AP> Computer Checks> Checks).
    • The check date of an AP manual check is set during the Enter Manual Checks step (AP> Manual Checks> Enter Manual Checks).
  • The Check Amount field is used to filter the checks that display by an exact check amount.
  • Click the Vendor field search button in order to filter the checks that display in the window by a specific vendor. This will open a vendor selection window.
    • AP Vendors are created and maintained AP> Maintenance> Vendor.
  • Enter a year in the Fiscal Year field to filter the checks that display in the window by fiscal year. The type of fiscal year that will be used when filtering the AP checks by fiscal year is set up in the Fiscal Year Type field.
  • The Fiscal Year Type field is used to select which fiscal year you would like to use to filter the checks that display in the window.
    • Select Check if you would like to filter the checks in the window by the fiscal year on the AP check. The fiscal year of an AP check is set by the journal entry date of the AP Computer Checks or Manual Checks batch.
      • The fiscal year of an AP check is not set until the AP Computer Checks or Manual Checks batch has been committed. Uncommitted AP checks will not have a check fiscal year, so this filter option should not be used if you are filtering uncommitted checks.
      • The journal entry date of an AP Computer Checks or Manual Checks batch is set during the GL Distribution step.
    • Select Expenditure if you would like to filter the checks in the batch by the fiscal year attached to the AP Invoice that the check is paying.
  • The Batch Type drop-down menu allows you to filter the checks that display in the window by computer or manual checks.
    • Computer checks are created in AP> Computer Checks.
    • Manual checks are generated in AP> Manual Checks.
  • The Status drop-down menu is used to select the status of the checks you would like to include in the window.
    • Select All or Uncommitted to include uncommitted checks in the batch.
      • An uncommitted check is created as soon as an invoice has been selected for payment (AP> Computer Checks> Select Invoices). The uncommitted check will display using the fiscal year of the AP Invoice the check is paying. Select Expenditure or All in the Fiscal Year Type field to display in the check in the window.
      • Uncommitted checks will not be assigned a check date until the Checks step (AP> Computer Checks> Checks) has been completed.
      • Uncommitted checks will not be assigned a check number until the Check Register step (AP> Computer Checks> Check Register) has been completed.
      • The fiscal year of an AP check will not be set until the check batch has been committed. Entering a journal entry date in the GL Distribution step (AP> Computer Checks> GL Distribution) will not set the fiscal year of the check.
  • The Voucher Number From and Voucher Number To fields are used to filter the checks that display in the window by voucher number.
    • These fields will only be displayed if your agency is set up to use one of the vouchers processes, such as Vouchers & Warrants, Vouchers & Checks, or NY Vouchers (AP> Utilities> Setup> General tab> Process drop-down menu).
• Click the Search button after the search criteria has been entered to filter the checks that display in the window.

3     View the displayed check information.

• The Display Checks data grid will display all the AP checks that meet the specified filter criteria.
• Click the blue link in the Vendor No column to open the Vendor Maintenance window for the vendor attached to the selected AP check.
• Click the Expand button next to an AP check to view the AP invoices paid with the AP check.
  • Click the blue link in the Invoice No field to open the selected invoice in the Edit Invoice window.
  • Click the blue link in the GL Account field to open the selected account in the Chart of Accounts Maintenance window.
• Click EXCEL EXPORT if you would like to create an MS Excel spreadsheet of the information that displays in the window.
• The sum symbol ∑ at the bottom of the window will display the total of all checks included in the Checks window.