PROCESS DOCKET - PRINT CHECKS

Transcription

1 PROCESS DOCKET - PRINT CHECKS Docket > Process Docket (Normal) The Process Docket - Specifications screen will display. Enter the following: RUN TYPE: Toggle to Trial (default) or Normal. EXTRACT TYPE: Required. Toggle to Prerun, Regular or Both. EDITS: Overexpended Account Balance - left unchecked by default and usually do not use. Overexpended Cash Balance - left unchecked by default and usually do not use. Previously Paid Invoices - left unchecked by default and usually do not use.

2 CHECK DATE: Required. Enter in the check date in MM/DD/YYYY format, or click on the drop down arrow and select it from the list. APPROVAL DATE: Optional. Enter the date in MM/DD/YYYY format, or click on the calendar button and select it. DOCKET MASTER: Required if the Extract Type is Regular or Both. This field is not Required and is not available if the Extract Type is Prerun. Click on the drop down arrow and select one from the list or click on the ellipsis and select one from the lookup table. This option is not available if you are in Trial mode. BUNDLES: Required. This field is auto populated with all bundles available under the selected Check Date - and all bundles are checked as marked (see below). Bundles can be deselected by clicking on the checkbox next to the bundle name. Those not selected will not print. USE SIGNATURE: This is an added cost option and not all clients use it. This option will print the appropriate name on the signature line when used. If it has not been purchased you can skip by it. This option is not available if you are in Trial mode. If it is an option that will be used: Click on the Use Signature checkbox and the other fields become active. OPTION: Required. Toggle to Database or Media. NAME: Required. If Database was chosen as the Option, then click on the drop down arrow and select one from the list. If Media was chosen, then click on the ellipsis and navigate to where the signature is stored. Once the signature has been selected it will be displayed (as it would be printed), in the Authorized Signature section to the right of this field. PASSWORD: Required if set up to require one - enter the password. Will be grayed out and not available if a password was not set up. DOCKET PRINTER: This will default to the printer that is set up as the default in Windows. If other printers are available, they can be chosen by clicking on the drop down arrow and selecting one from the list.

3 Note: Check Sequence, Voucher Register Option, Voucher Register Sequence and Direct Deposit Checks are Display Only. These are located to the right of the Run Type, Extract Type and Edits fields, at the top of the screen. These options are set under the: Reference > Corporate Specifications > Docket menu option, and can only be changed there. A completed Process Docket screen may look as below. When all information has been entered, click Next to continue or Cancel to exit without saving. The Process Docket - Fund Banks screen will display.

4 This is an information screen. The Fund and Bank number and description will be listed. Verify that the information is correct and if it is click Next to continue; click Back to return to previous screen or Cancel to exit without saving. This information can be printed, if desired, by clicking on the Print button in the toolbar. The Process Docket - Number of Forms Needed screen will display.

5 This is an information screen. The number of forms (checks) needed will be listed. Verify that the information is correct and if it is click Next to continue; click Back to return to previous screen or Cancel to exit without saving. This information can be printed, if desired, by clicking on the Print button in the toolbar. The Process Docket - Regular Docket Bundle/Fund Summary screen will display.

6 This is an information screen. The Bundles, broken down by Fund, Description, Items and Amount will be listed. Verify that the information is correct and if it is click Next to continue; click Back to return to previous screen or Cancel to exit without saving. This information can be printed, if desired, by clicking on the Print button in the toolbar. The Process Docket - Bank/Fund Summary screen will display.

7 This is an information screen. The Banks, broken down by Fund, Regular Items, Regular Amount, Prerun Items and Prerun Amount will be listed. Verify that the information is correct and if it is click Next to continue; click Back to return to previous screen or Cancel to exit without saving. This information can be printed, if desired, by clicking on the Print button in the toolbar. The Process Docket - Verify Docket Balances will display.

8 Note: It is very important that the balances are accurate and complete. If balances are not correct or there is a problem, click Cancel to exit and make an appropriate adjustments. Canceling the docket process after this point is NOT recommended. Read the information on this screen and if everything is OK, click on the "I have read and understand the above and wish to continue the docket process" checkbox. Then click Next to continue (the button will only be active if the checkbox is marked), Back to return to the previous screen or Cancel to exit without saving. The Docket Checks screen will display.

9 Enter the following: BEGINNING CHECK NUMBER: Required. Enter the check number that you will want to start printing with (first available number from your check stock). ENDING CHECK NUMBER: Required. It is recommended that you always use (six 9's). Only the required number of checks will print. When the Beginning and Ending Check Numbers have been entered, click Checks to print. A Confirm dialogue box will display asking: "Did the printing finish successfully?" Make sure that before you click Yes or No that you remove the checks from the printer and visually verify they are correct. If they did print in their entirety successfully, click Yes to continue. If there were any printing problems, click No and the Restart options screen will display. An Information box will display stating: "Be sure to remove checks from the printer and replace with appropriate paper."

10 When the checks have been removed and the regular print stock has loaded back into the printer, click OK. The Process Docket - Final Verification screen will display. The Checks, Voucher Register and Check Register reports will be created and can be viewed by clicking on the View button next to each report.

11 This is the last opportunity to cancel the docket process before the transactions are finalized and reports are archived, so make absolutely sure that everything is correct before proceeding. Click Cancel to exit and make any necessary corrections. When all the reports have been reviewed (and printed, if desired) and all information has been verified, click on the "I have verified the reports and wish to complete the docket process" checkbox. Then click Next to continue (the Next button will only become active when the checkbox is marked), or Cancel to exit without saving. The Process Docket - Normal Docket Process Complete screen will display. Check images will be created, the vendor last docket date will be updated, check recon will be updated, the total amount of distributions processed will be posted appropriately and docket reports will be archived. Click Finish to exit and return to the Main Menu.

12 View > Checks (Process Docket - Final Verification screen) The Docket Checks screen will display with a screen report of all checks that printed. To print the report, click on the Send to Printer button the report will print on paper. in the toolbar. Follow any print prompts and When finished, click on the Red X in the upper right hand corner to the Process Docket - Final Verification screen. and you will be returned Click on the Save Report button and a Save As box will display.

13 Select a location to save the report to, specify a file name and a file type (Ace file, *.ace is the only option), then click Save to save the report in the specified location or Cancel to exit without saving.

14 View > Voucher Register (Process Docket - Final Verification screen) The Docket Voucher Register report will display on screen. The Docket Voucher Register will break down the docket by Vendor Name, Vendor Number, Fund, Check, Bank, Amount and Docket Date. The last page will be a totals page. To print the report, click on the Send to Printer button the report will print on paper. in the toolbar. Follow any print prompts and When finished, click on the Red X in the upper right hand corner to the Process Docket - Final Verification screen. and you will be returned Click on the Save Report button and a Save As box will display.

15 Select a location to save the report to, specify a file name and a file type (Ace file, *.ace is the only option), then click Save to save the report in the specified location or Cancel to exit without saving.

16 View > Check Register (Process Docket - Final Verification screen) The Docket Check Register report will display on screen. To print the report, click on the Send to Printer button the report will print on paper. in the toolbar. Follow any print prompts and When finished, click on the Red X in the upper right hand corner to the Process Docket - Final Verification screen. and you will be returned Click on the Save Report button and a Save As box will display.

17 Select a location to save the report to, specify a file name and a file type (Ace file, *.ace is the only option), then click Save to save the report in the specified location or Cancel to exit without saving.