Printing Supplier Checks

Supplier checks can be printed as soon as a Supplier Payment Selection for a check type Payment Format is created and confirmed. A single supplier check can also be created with the Supplier Payment Create function.

When printing checks using Supplier Check Print (28.9.9.3), you have the option to assign system pre-printed numbers that correspond with the pre-printed numbers physically on the checks. The system stores a pre-printed number with each linked AP check payment format, and you can select any AP check numbering sequence valid in the current entity.

Complete the payment selection criteria you need to select the payment you want to print. Use the following fields to configure your print run.

Select a bank payment format from the drop-down list. This field displays all AP check formats that have been linked to bank accounts. You assign the next number in the sequence using the Next Pre-Printed No field in the Bank Payment Format Link function. When you click Apply to begin the print run, the system displays an error if you have selected a format that does not have a next pre-printed number assigned. In this case, you can select the format in Bank Payment Format Link, assign a number, and continue with the print run. See Linking Payment Formats to Bank Accounts.

Include only checks with an open status. When checks are For Collection, the status is open. When checks are Void, Bounced, or Paid, the status is closed and Open should be set to No in order to print them. This is important if you are not using a payment in process account but setting the status of checks to paid immediately; these checks are considered closed even though they have not been printed, and you must set Open to No to print them.

The default value for this field is Yes. When you do not have a For Collection status defined for any bank account in the current entity, the value given is No.

Open refers to the status of the checks, and applies to all scenarios. If you are setting checks immediately to the Paid status when they are created, as is common in US practice, your checks are already closed before you print them. In this case, you must clear the Open field to be able to print checks.

Use this field to define a number or range of numbers when you are reprinting an existing check.

Select a print mode from the drop-down list.

Final Print. Use this option when you are ready to complete a print run. When you select Final Print, the system retrieves the Next Pre-Printed No field in the bank payment format you selected. You can only print new payment documents in Final Print, and once the run is complete, the Next Pre-Printed No field in the bank payment format you used is updated to the last number in the completed run plus one. The system also increases the value of the Times Printed record for the check by one.

Print Duplicate. Use this option to reprint a set of checks. The Times Printed record for the check is increased and the system prints existing checks only. The value of the Next Pre-Printed No field on the bank payment format is not updated by Print Duplicate.

Test Print. Use this option to test the run before Final Print. The system does not retrieve the Next Pre-Printed No field in the bank payment format you selected. The Times Printed record for the check is not updated, and the system prints new documents only.


Print Type	Retrieve Next Pre-Printed Number from Bank Payment Format	Increase Times Printed Counter	Only New Documents	Update Next Pre-Printed Number in Bank Payment Format
Final print	Yes	Yes	Yes	Yes
Test print	No	No	Yes	No
Print Duplicate	No	No	No	No

You can use the Only New Documents field for test print and an original print run, but not for reprinting. When this field is selected, only checks with the field Times Printed set to 0 (zero) are printed, which would be exactly the set needed for a test run or when making the real check print.

Example: You pay all supplier invoices from a Chase Manhattan bank account. You create an AP check payment format to process these payments (called Chase Manhattan Checks), and link the format to your Chase Manhattan account using Bank Payment Format Link.

When linking the account to the payment format, you assign a Next Pre-Printed No that matches the first number of your pre-printed checks; for example, 708001.

You create a payment selection for this month’s total of 20 AP checks and select Supplier Check Print to print the payment selection. When you select Chase Manhattan Checks from the bank payment format drop-down list, the system assigns 70008001 as the number of the first check to be printed from the selection.

When you choose to run a Test Print on blank paper, the system prints the checks in the selection without retrieving the number from the payment format. After verifying that the correct checks have been printed, you run a Final Print on pre-printed paper. The system retrieves the number 70008001 from the Chase Manhattan payment format and prints checks numbered 70008001 to 70008020. The Next Pre-Printed Check No value on the payment format is updated to 70008021.