New Check Print Options in edocuments

Transcription

1 in edocuments Modules affected: edocuments Versions affected: Version 6 and 7 This document describes new types of Accounts Payable and Payroll checks that you may print through edocuments. Contents 1. Background A/P Check - Prepaid Overview of the Process Entering the Invoice Printing the Check Payroll Checks - CMD Overview of the Process In Compute Manual Deductions Printing the Checks , Shaker Computer & Management Services, Inc. 1 10/9/00

2 1. Background edocuments is a productivity tool that lets you produce laser-printed, professional looking checks, forms and reports from a PC workstation. It is designed to run side by side with COINS, so you may print presentation-quality documents from edocuments while a standard COINS session is running in another window on your PC. SHAKER continues to working with clients to develop other documents for edocuments, depending on client needs and interest. The following documents are new in the Fall 2000 release of COINS. A/P Checks - Prepaid (available in Version 7 only) To print laser checks for invoices entered as prepaid Payroll Checks - CMD To print laser checks from Compute Manual Deductions Both of types of check are described in edocuments on-line Help. 10/9/00 2

3 2. A/P Check - Prepaid This function is available only in Version 7 of edocuments. See CE-AP002, dated 4/29/98, for information about the "Prepaid Invoice" function in Accounts Payable Version 7. The A/P Checks Prepaid option lets you print a laser check through edocuments from prepaid check information entered in A/P Enter Invoices. It can be used to record either vendor or subcontractor payments Overview of the Process 1. Enter the invoice in the Accounts Payable module. Mark the invoice as Prepaid and fill in the Prepaid Invoice Information screen. Do not print the check before you exit the invoice. Do not post the invoice. 2. Start edocuments or, if the program has already been started, switch to the edocuments window. 3. Click on the A/P Checks - Prepaid button to open its dialog window. Specify the vendor/subcontractor and the invoice number. 4. Click the Print button to print the check Entering the Invoice In the COINS Accounts Payable Module, enter the prepaid invoice information in Enter Invoices. Select the Add function for vendor or subcontractor as appropriate for the type of invoice you have in hand. Enter Y in the Prepaid field on the first screen (the invoice header screen). The system uses the Invoice Fiscal Date as the check fiscal date. After you respond Y to Data Correct for the header screen, the system prompts you for the prepaid check information, as shown below. Enter the prepaid check information that edocuments will use when it prints this check as shown in Figure 1. The check amount will be the invoice Net Amount minus any forced discount. 10/9/00 3

4 To print a prepaid check when adding an invoice from a P/O (for both vendor and subcontract invoices), first create the invoice from the P/O using Add from P/O. Then use the Change option to mark it as prepaid and enter the check information. Figure 1: Prepaid Invoice Information 11/02/00 A/P - Enter Invoices Sample Batch: Add Vendor Invoices Vendor* AGWAY Invoice #* Approved (Y/N): Y P/O C/O-Complete: N Invoice Date: 11/02/00 Hold/Prepaid (Y/N): N Y Invoice Amount: Minority Supp (Y/N): N Sales Tax: 0.00 Pay Requisition Code* Freight: 0.00 Due Date: 11/02/00 Net Amount: Discount Date: 11/02/00 Co*/Div* Prepaid Invoice Information Payables A Bank* Fiscal Dat Manual or Computer Printed Check (M/P): P 0.00 Check Number: Descriptio Check Date: 11/02/ Lien Waiver (Y/N): N Joint Payee Name: Field Definitions (selected fields) Bank Specify the bank to be used for the check. edocuments uses the bank image that is set up for this bank. Manual or Computer Printed Check (M/P) Enter P for Computer Printed Check. The other option, M, relates to linking the invoice to a manual check entered in A/P. Check Number Verify the check number; the system supplies a default check number incremented from the Last Check Used field in the A/P Bank File. After the check is printed through edocuments, the system updates the Last Check Used field. Check Date Leave the Check Date field blank to have COINS assign the check date when the check is printed. If you enter a date in this field, it will be used on the check regardless of the date the check is actually printed. 10/9/00 4

5 Complete entering the invoice, including entering the invoice Distribution line(s). When you have finished entering the invoice, select Exit to complete this invoice. Do not choose Print Check. The Print Check option at the bottom of the invoice screen controls printing the check from the Accounts Payable module. If you select Print Check, a warning message appears to remind you that the check will not be printed from edocuments: "This function will not print edocuments Laser Checks. Press F4 and select Exit to leave the Invoice function. Then print from edocuments." 2.3. Printing the Check The edocuments A/P Check - Prepaid function prints one check at a time, for a specified vendor and invoice number. The bank and check number for the prepaid check were set during the invoice entry process in A/P. After the check is printed, the system updates the Last Check Used in the A/P Bank File. Open the A/P Checks Prepaid window in one of the following ways: Click on A/P Checks - Prepaid on the edocuments Menu. Click on A/P Checks on the edocuments Menu, and then click the Prepaid button in the A/P Checks window. Figure 2: edocuments A/P Check - Prepaid 10/9/00 5

6 Field Definitions Vendor Specify the vendor or subcontractor from the A/P invoice. Invoice Number Specify the invoice number from the A/P invoice. For verification, the bottom part of the screen shows the information you entered in Accounts Payable as soon as you press [Tab]. Click the Print button to print the check. You may also press [Alt][D] or select Documents!A/P Checks Prepaid from the menu bar to print the check. There is no Print Preview in this function. 10/9/00 6

7 3. Payroll Checks - CMD This function is available in both Version 6 and Version 7 of edocuments. Minor differences between the two versions are noted when applicable. The Payroll Checks-CMD option lets you print a laser check for the Compute Manual Deductions (CMD) function in the COINS Payroll module through edocuments. It corresponds to the Print Check option that appears near the end of the Compute Manual Deductions process in the Payroll module. Please see the Payroll Manual for detailed information about the Compute Manual Deductions function in COINS Overview of the Process 1. In the COINS Payroll Module, use Compute Manual Deductions as you normally would to calculate the taxes, deductions, etc., for a check. As you near the end of the process, the prompt "Print Check (Y/N)" appears. 2. Enter L to the prompt Print Regular Check or edocuments Laser Check (R/L) to print a laser check from the CMD information. Enter the check information as prompted. 3. Start edocuments or switch to the edocuments window, if the program has already been started. 4. Select the Payroll Checks-CMD option. In Version 7 only, enter the appropriate Payroll company number. 5. Complete the selection screen and click the Print button In Compute Manual Deductions In the COINS Payroll Module, use Compute Manual Deductions as you normally would to calculate the taxes, deductions, etc., for a check. As you near the end of the process, the prompt "Print Check (Y/N)" appears. When edocuments is loaded on your system, responding Y to Print Check causes another prompt to appear: Print Regular Check or edocuments Laser Check (R/L). 10/9/00 7

8 Enter L (which is the default response) to print a laser check from the CMD information, then enter the check information, as shown in Figure 3. Figure 3: Check information in Compute Manual Deductions Bank Code* 09 Check Date to Print on the Check: 10/31/00 Period End Date to Print on the Check: 11/11/00 Check Number: Creat a Manual Check (U/N): N Field Definitions (selected fields) Starting Check Number The Starting Check Number defaults from the check information maintained by the system in the Payroll Bank File. COINS saves the check information for printing through edocuments. It immediately updates the Next Available Check number in the Bank File, even before the check is printed Printing the Checks The exact appearance of the edocuments Payroll Check selection screen varies slightly according to version and Payroll tailoring settings. Start edocuments or switch to the edocuments window, if the program has already been started. Select the Payroll Checks-CMD option. In Version 7 only, enter the appropriate Payroll company number. Complete the selection screen and click the Print button. Click on the binoculars next to a field to view and select from a list of values for that field. The values come directly from COINS, where they are stored in various master files and transaction files. 10/9/00 8

9 Figure 4: Payroll Check - CMD screen Field Definitions Payroll Company (Version 7 only) The system prompts for the desired Payroll Company before displaying the Payroll Checks-CMD screen. If no CMD checks are stored for that company, a message appears. Check Number Bank The check number for the CMD check was set during the Print Check process in Compute Manual Deductions and edocuments now prints it on the check. Specify the Payroll bank for this check. The company and bank entered in edocuments must match the company and bank of the check entered in COINS. Company for Logo (Version 7 only) In a Version 7 multi-company database, two separate companies can be associated with a check batch. The radio button you click here determines which logo edocuments uses for the checks now being printed. Payroll Co to use the logo of the Payroll company, i.e., the company you specified when you entered the edocuments Payroll Check function Bank's Co to use the logo of the company associated with the bank used for these checks, i.e., the G/L Cash Co in Payroll Bank F/M for this bank. 10/9/00 9

10 Starting User Ending User When you choose the L (edocuments laser check) option in Compute Manual Deductions, COINS saves the CMD check information until the check is printed in edocuments. This means that several checks may be ready to print, particularly if several people are running Compute Manual Deductions at the same time. Use the Starting/Ending User fields to print the CMD checks created by a specific COINS user. 10/9/00 10