Summary

The Check Approval Report displays a filtered list of checks. The report will display a separate line item for each line item on the check and will include the following information: check number, check date, fund name of the GL account on the check line item, the description of the GL account on the check line item, vendor and line item amount.

The report will display either committed or uncommitted checks, and will include voided checks unless the Omit void checks toggle is checked.

Step by Step

1     Open the Check Approval window (AP> Reports> Check Approval).

2     Complete the Print Options section.

• The Check Number From and Check Number To fields are used to filter the report by check number.
  • 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.
  • If you are not using blank check stock, the check number is set during the Check Register step (AP> Computer Checks> Check Register) of the Computer Checks batch.
  • Check dates are entered on AP manual checks in AP> Manual checks> Enter Manual checks> Check Date field.
  • If the checks are ACH checks, the check date is the check date entered in AP> Computer Checks> Checks> Check Date field.
• The Check Date From and Check Date To fields are used to filter the report by check date.
  • The check date is set during the Checks step (AP> Computer Checks> Checks) of the Computer Checks process.
  • The check date of an AP manual check is set during the Enter Manual Checks step (AP> Manual Checks> Enter Manual Checks).
• The Batch Number field is used to filter the checks that display in the report by a specific AP computer checks or manual checks batch.
  • Click the Batch Number field search button   to select a batch from a list. Both committed and uncommitted batches will display in the Batch Selection window.
• The Print Only drop-down menu is used to select if you would like to include committed or uncommitted checks on the report.
• The Sort By drop-down menu is used to select how the report will sort and total.
  • If the Print sub-totals by selected sort toggle is checked, the selection in the Sort By drop-down menu will affect how the report is totaled.
    • If you select Bank Account, the check line items total of each bank will display on the report.
    • If you select Check Number, the check line items total of each check will display on the report.
    • If you select Check Date, the check line items on the report will total by check date. Check line items of the same check number will not be totaled.
    • If you select Fund, the check line items on the report will sort and total by fund.
• Check the Omit void checks toggle to prevent void checks from being included on the report.
  • A Void column will be added to the report it this toggle is not checked and will display the voided check amount. Voided checks will not be included in the report total.
• Check the Print subtotals by selected sort toggle if you would like to include subtotals for each check number, check date, or fund used to sort the report.
  • The Sort By drop-down menu determines if checks will be totaled by bank account, check number, check date, or fund.

3     Print the report.

• Once the required report settings have been specified, click the Print button   to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon   next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.
• Users can also regenerate a report with the same configuration as a prior report via the report history section. This can help improve efficiency when an identical report is frequently generated.
  • Once a report has been generated, the date and time it was generated will display in the report history accessed via the Expand Arrow button   on the right side of the window.
  • Expand the report history and click on a previous report record to automatically populate the report criteria with the criteria specified on the previously generated report. This section will display the last three times the report was generated.
• The report will display a separate line item for each line item on the check. The report will display the Bank Account, Check Number, Check Date, Fund Name, GL Account Description, Vendor Name, Line Item total and a report total of the check line items.
  • The Fund Name and GL Account Description fields display the information attached to the GL account on the check detail line item. You can view the GL account attached to a check line item using the Checks window (AP> Display> Checks> GL Accounts filed).
    • The Fund Name will display the description of the fund of the GL account attached to the check line item. The fund description is pulled from the section description set up in the Section Maintenance window (GL> Maintenance> Section).
    • The GL Account Description will display the description of the GL account attached to the check line item and is pulled from the GL account (GL> Maintenance> Account> Description field).
  • If the Omit void checks toggle was not checked on the Check Approval window a Void column will be included on the report. The Void column will display the amount of the voided check line items.