Summary

Use Quick Check to create and print a single computer check without entering an invoice first (AP> Quick Check). Use it for one-off payments, such as reimbursements or refunds, that don't need to go through standard AP invoice entry.

Quick Check differs from the other AP check processes. Computer Checks pays invoices that have already been entered and committed in AP Invoices, and Manual Checks records a check that was already written outside the application — neither generates a check from a blank form the way Quick Check does. Quick Check also isn't a batch process: there's no batch, proof list, or check register step. You complete one form and print one check.

Quick Check is available only when an administrator turns it on (AP> Utilities> Setup). When enabled, Quick Check appears in the AP left navigation in alphabetical order, between Purge Vendors and Reports. User access to the option is also controlled by menu security (SS> Security> Menu Security).

Step by Step

1     Open the Quick Check entry page (AP> Quick Check).

• The Quick Check entry page will only be displayed if Quick Checks is enabled on the AP Setup screen.
  • On the General tab, check Enable quick checks. This option is disabled by default.
    • This option is only available when the Process is set to Invoices & Checks and the Mode is set to Standard. It's read-only for any other Process or Mode.
    • If you change the Process or Mode to a combination that doesn't support Quick Check, the system clears this option.
    • This option isn't available on a multi-muni child database.
  • On the Checks tab, check Print check description on quick checks to have the value you enter in Check Description on the Quick Check print as the check line description, instead of the standard Check Line Description setting. This option is only enabled when Enable quick checks is checked.
  • Click the Save button to enable Quick Checks.
• The Quick Checks menu will now appear in the AP module.

2     Complete the Check Information section.

• Enter the vendor and payee details.
  • Enter a Vendor number and select a match from the auto-complete suggestions, or click the search icon to open vendor selection.
    • Once you select a vendor, Pay To First Name, Pay To Last Name, and the mailing address fields populate from the vendor record and become disabled. If the vendor has no first/last name on file, Pay To Last Name populates from the vendor DBA.
    • If you enter a vendor number that doesn't match a vendor, the field clears and displays "Vendor not found." The Pay To and mailing address fields stay enabled so you can enter a temporary payee.
  • Enter a Check Description for the quick check.
• Enter the check details.
  • The Check Date field defaults to today. Selecting a date updates Period / Fiscal Year below. If you clear the date, the field displays "Check Date required."
  • The Check Title 1, Check Title 2, Stub Message are optional fields for additional check details.
  • The Layout field is only enabled and required when the AP Setup Check Type is Configurable, Configurable Long Stub, or Configurable z-fold. This field is disabled and displays N/A when Check Type is Standard or Long Check Stub. The system remembers your last selection and defaults to it.

3     Complete the bank account and distribution fields below Check Information.

• Credit information:
  • Enter a Bank Account or click the field search icon to select one from a list.
    • Once selected, the Credit Account field populates from the bank account's Cash Account. If the bank account has no Cash Account, the Credit Account field displays a validation message.
    • The cash account displays masked without the fund/GL account section (for example, -000-000-000), since a specific fund isn't supplied yet. On print, the system uses this partial account to build a valid credit account for each fund used in the debit rows. The Credit Account isn't saved as a user preference - it's always derived from the selected Bank Account.
      • If your agency has Enable Interfund Transfers turned on in AP Setup, the credit side instead uses the cash account built from the AP Setup Clearing Fund, and the system creates Due-To/Due-From entries when a debit account's fund differs from the Clearing Fund.
    • The system remembers your last selected bank account.
  • The Check Number field populates with the next available check number for the selected bank account, but can be edited.
  • The Credit Amount field updates automatically to match the sum of the debit rows.
  • The Period / Fiscal Year field displays the period and fiscal year for the Check Date.
• Debit information:
  • Enter a Debit Account or click the field search icon to open GL Account Selection (Fiscal Year is read-only and set to the check's fiscal year). On tab, the system validates that the account exists and is active in that fiscal year.
  • Enter the Debit Amount for the check.
  • Click ADD DEBIT to add a row to the debit data grid below. The system validates that you've entered both a GL account and an amount greater than 0.
    • If a debit row already exists for that GL account, adding another amount for the same account updates the existing row's amount instead of creating a new row.
    • After you add a row, the Debit Account and Debit Amount fields clear and the cursor returns to Debit Account.
  • Select a row and click REMOVE to delete it. The Credit Amount updates to match the new total. If no row is selected, a message prompts you to select one first.
  • The grid footer shows a Sum total for the Amount column.

4     Print the check.

• 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 PDF to print the report in the default Springbrook PDF format.
  • Select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once a print option is selected, that option will automatically be selected the next time you access the report. For example, if you select Excel from the drop-down menu, the next time you access the report the Excel button will be displayed by default.
• 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. Hover over the Info icon to view the parameters on the previous report.
  • This section will display the last ten times the report was generated.
• On print, the system validates the following and displays an inline or modal message for any issue:
  • A vendor is selected, or a Pay To Last Name is entered.
  • Check Date is entered.
  • Layout is selected, if required by the Check Type.
  • Bank Account is selected and has a Credit Account.
  • At least one debit row with an amount greater than 0 exists.
  • All debit GL accounts are valid and active in the check's fiscal year.
  • An active credit GL account exists in every fund used by the debit accounts, for the check's fiscal year.
  • The check's fiscal period isn't locked.
  • The check number is valid.
• When validation passes, the system creates the temporary vendor (if applicable), the AP History record, the journal entry, and the printed check.
• The journal entry created on print: