A/P Computer Check/EFT Run Procedure Overview The following instructions outline steps that are performed during a 'Computer Check/EFT Run'. The steps must be followed in the order given. If you receive an error message at any point or if you are not certain how to proceed, contact Data Plus Support for assistance before proceeding. 'Batch Status Batch Details': The 'Batch Status' inquiry function is designed as an indication at all times to tell you the "Batch ID", "Current Status", "Type" of check run in progress, and Post Date. If at any time you are not sure of the last step completed, you may select the Batch Detail button to view the current status from this menu step. The 'Batch ID' and 'Current Status' are created during the 'Checks/EFT Creation' process. If you have not run 'Checks/EFT Creation', the 'Batch ID' is blank and "No batch in progress" is displayed. Before Beginning Before initiating the 'Computer Checks/EFT' process, verify that all 'Demand Check/EFT' and 'Void Check' batches have been posted. Because of potential conflicts, these functions should not be used until the 'Computer Checks/EFT' cycle has completed. Second, review all non-posted batches; any unposted 'Invoice', 'TA Commission', 'Adjustment' or 'Void Invoice' batches will not be reflected in this check run. What to Do From the 'Accounts Payable' menu, select 'Checks/EFT' then select Computer Checks/EFT C:\DPHS\Tech Notes\AP Computer Check-EFT run.doc Page 1 of 14
Step 1: Cash Requirements SCREEN 1 - SCREEN 2 - The 'Cash Requirements' task selects and reports on vendors and invoices that are eligible for payment, based on information that you enter in for the following fields: Foreign Currency Code : If Foreign Currency is enabled; this field will be available to insert a Foreign Currency code for a foreign currency check run. Properties to Select? If this is a Multi Property database this field will be accessible for data entry. This field is used to select some or all properties for this check run. The only properties available for selection will be those that do not have a check run in process at the time. If there are no check runs open, either s for some or a for all can be selected. If there are check runs in process s for some will default in. After pressing f2 the Available Property Selection will appear. Only properties that do not have a check run in process will appear. On this screen an asterisk is used to designate the properties to be included on the new check run. "TA Commission Run?" If this check run is for A/P trade payables vendors, then this field must be set to "No". If this check run is for travel agent commission checks, then enter "Yes". "Check/EFT Date": This field indicates the date to be printed on the check and the date that the EFT file is created on. It also determines which discounts are to be taken, based on a comparison of the discount date to the check date. "Pay Invoices Due Before": This field is used to determine which outstanding invoices are to be paid in this run. Invoices with a payment date earlier than the date entered here are selected for payment. "Post Month/Year": The current Calendar Month/Year from the Parameters file is displayed in this field. If you want this check run posted to a different financial period, change this field. (Example: You have not closed A/P for December 2001, but you are running checks that are to be posted to January 2002, you change this field from the default of 12/2001 to 01/2002.) "Informational Only? If you answer "No", this process selects and updates invoices to pay that have a due date less than the " Pay Invoices Due Before Date". This is the usual entry for the initial selection of invoices. See Step 2: Pay Status Edit for additional information on running this report after the 'Pay Status Edit' step has been run. C:\DPHS\Tech Notes\AP Computer Check-EFT run.doc Page 2 of 14
Cash Account by Property : If this is a Multi Property database this field will be accessible for data entry. This field is yes or no depending on if the properties selected each have a separate cash account. "Maximum Check Amount": This field displays the maximum check amount from the Parameters file. A check is not created for any vendors whose invoices total to an amount greater than what is entered here. Report Detail Options : Based on the above criteria select Show All Invoices to print a cash requirements that includes every invoice that has been posted and is eligible for payment. Showing all invoices will generate a cash requirements report for all open invoices that have any due date. Or select Show Only Invoices Due to print a cash requirements only for invoices that are due for payment (and invoices that are "on hold" or "disputed") before the following check printing date. This will allow the user to produce a smaller report of only the invoices that will be paid in this check run. Select Invoice Sort Option : This displays the way that invoices are sorted on the cash requirements report. Here are the following Options: Sort By Invoice Number Sort By Invoice Date Sort By Invoice Due Date Note: Only invoices that show on the Cash Requirement Report will be available for Pay Status Edit. After answering these questions, press the <F2> key to continue. If you choose "Informational Only?" set to "No", you are issued a message: "This report will select and update invoices to pay". If you choose "Informational Only?" set to "Yes", the message displayed is: "This report will not update invoices to pay". If the information displayed is correct, press <F2> to continue. If you wish to make changes to the fields on the screen, press <ESC> (cancel) instead of <F2>. The next screen displays the 'Report Setup'. If you want all vendors to be included, press <R> (Run Output Procedures). If you want only specific vendors to be included in this run, press <S> (View/Modify Record Selection). The following screen allows selection ranges by vendor number, vendor type or vendor alpha. Enter your selection criteria and <F2> to save, which returns you to the 'Report Setup' screen. Press <R> to run. NOTE: If a check run is already in progress, you are not allowed to run the 'Cash Requirements Report' for anything other than "Informational Only?" set to "Yes". The message " Check run already in progress, Informational Only must be yes" is displayed on the bottom of your screen. This is to prevent you from accidentally starting a second check run prior to completing the one currently open. C:\DPHS\Tech Notes\AP Computer Check-EFT run.doc Page 3 of 14
Step 2: Pay Status Edit (optional) If there are changes to be made to the vendors/invoices selected on the 'Cash Requirements Report', this is your next step. If the 'Cash Requirements Report' does not require any changes, go to Step 3: Checks/EFT Creation. The Pay Status Edit screen includes three sections: Information entered in the 'Cash Requirements' in the top left corner, 'Filter Options' in the top right corner, and a browse section on the bottom that shows all the invoices available for editing. Information from the 'Cash Requirements' will only show if the 'Cash Requirements Report' was run before running 'Pay Status Edit'. Using the information, the system selects which invoices to show in the browse below. C:\DPHS\Tech Notes\AP Computer Check-EFT run.doc Page 4 of 14
Filter Options. Property ID: Vendor: Invoice To Match: (Multi Property only) This field is only available is this is a multi property database. Enter the property ID to show only the invoices for a particular property. Search is available for this field. Enter the vendor number to show only the invoices for a particular vendor. Search is available for this field. Enter up to a 16-character keyword to show only the invoices that match any part of the keyword. Example: If a "2" was entered into the field, the system would find any invoice number that had a "2" in it (e.g. 28040, 79289, 11902, 48-238) Once information is entered into the appropriate Filter field, press the "Filter" button to show the results. To show all the invoices again after filtering, press the "Refresh" button. The Browse section allows you to either edit each individual invoice or all invoices for a particular vendor. Use the mouse or the arrow keys to highlight the invoice to be edited. Press <Enter> or double click the invoice to start editing. The new screen allows you to edit the following fields. Invoice Description: Edit the description that shows on the check stub for the invoice. Separate Check?: Pay By: Pay Status: Payment Flag: Yes to print this invoice on a separate check stub, Or No to print this invoice on the original check stub. Enter the new pay date of this invoice, or leave as is to be included in this check run. Choose the Pay Status for the invoice. Options include Normal, Hold, Take Discount, and Disputed. Choose 'Yes' to have a check created for this invoice in this check run. Choose 'No' not have a check created for this invoice in this check run. If 'Pay Status was set to Hold or Disputed, the 'Payment Flag' must be set to 'No'. *Note: If the Payment Flag was moved from No to Yes, then the Pay Date must be changed to a date before the Pay Invoices Before Date setup in the Cash C:\DPHS\Tech Notes\AP Computer Check-EFT run.doc Page 5 of 14
Requirements. If the Payment Flag was changed from Yes to No, the Pay Date must be changed to on or after the Pay Invoices Before Date entered in the Cash Requirements. FC Code: DR Liability: Take Discount: Edit the Foreign Currency code that this invoice should be paid in. This field allows for partial payments. Edit the amount to be paid for this invoice. If the amount is changed, a warning appears after pay status edit is finished letting you know a partial payment is being made. Edit the discount to be applied to the invoice. If Pay Status was set to T (Take Discount) the amount will show here as well. Once all the information entered is correct, press <F2> to save and then press <F2> again to continue. Then the next invoice can be selected for editing. To change the Pay Status and Payment flag for all invoices under a vendor, choose the button. Vendor No: Pay Status: Payment Flag: Pay Date: Enter in the vendor number to be edited. Search is available. Choose the Pay Status for all the invoices under the vendor. Choose Yes or No for the Payment Flag for all the invoices under the vendor. If you choose Yes to the above question the system will default this field to the current check date. If you choose No the system will default to the Next Check Date. You may enter any Pay Date, which is after the current pay date. To reset the payment flag for all vendors on the Cash requirements list which then allows you to select the invoices that you wish to pay. Choose the The Following warning message will appear. Button. C:\DPHS\Tech Notes\AP Computer Check-EFT run.doc Page 6 of 14
To change the pay flag on the invoices in the browse screen, choose the button. If the invoice pay flag = No and you wish to change it to Yes select this button. This will change the pay flag to Yes and change the pay date to the current check date. If the invoice pay flag = Yes and you wish to change it to no, highlight the invoice and choose this button. This will change the pay flag to No and the pay date to the next check date. With each invoice that you choose for payment a Cash Total will appear on the bottom right hand corner of the screen. Once all changes are done in 'Pay Status Edit', press <Esc> to go back to the Computer Check/EFT Run Screen. Then you can go to the step 3 Checks/EFT Creation. Note: The Return To Pay Status Edit button can only be used if Checks/EFT are not printed or generated, or if checks are voided or deleted before posting the batch. Step 3: Checks/EFT Creation If you have a Vendor to whom you are paying multiple invoices, you may receive the following message after selecting the Checks/EFT Creation button. Select NO if you would like the system to list the invoices on multiple check stubs. Please be aware that the system will VOID the checks whose check stubs were used, and will print the total for all invoices on the final check. Select YES if you would like to set all checks for these vendors to print on a Remittance Detail report, instead of multiple check stubs. If you select Yes, the following screen will appear where you can enter the Stub Message you would like to appear on the check stub. C:\DPHS\Tech Notes\AP Computer Check-EFT run.doc Page 7 of 14
Press F2 to continue. For those users who do not require multiple checks stubs for a vendor, you will initially be met with the following screen. Cash Account: Payment Type: Displays the cash account or TA cash account set up in the Parameters file and can be changed. Enter C for Checks, which will print physical checks. Or E for Electronic Fund Transfer, which will create the file that is to be transferred instead of printing a physical check. Note: Before running an EFT check run you must set up the vendor EFT Information in File Maintenance > Vendors page 2 of 2. Press <F2> twice to continue and the following message will appear for you to verify the next starting check number (ONLY if you have enabled the Automatic Check Numbering, otherwise you will continue to the next screen to enter the check number in manually). Enter Yes if the number is correct. C:\DPHS\Tech Notes\AP Computer Check-EFT run.doc Page 8 of 14
If the number displayed is not correct, select No and the following screen will appear where you may enter in the correct check/eft number. The information on this screen displays previous entries made in the 'Cash Requirements' step for the following fields: Check Date/EFT (this field can be changed), "Pay Invoices Due Before", "Post Month/Year" and "Maximum Check/EFT Amount". The additional fields displayed are: Starting Check/EFT No: Enter the first check number from the check stock that will be used for this check run. Or enter the first EFT number to be used. Create Checks As Held: Do you want the system to print checks and store them as Held? Then as checks are mailed out you will need to mark them as Released. C:\DPHS\Tech Notes\AP Computer Check-EFT run.doc Page 9 of 14
"Description": A brief description of 'Checks Creation' or EFT File Creation is displayed in this field. You may change this description if you wish. "Batch ID": If you have the Parameters file set to automatically assign 'Batch IDs', then this field is automatically assigned with the next sequential number. If not, enter the 'Batch ID' you want associated with these checks. Check/EFT Date : This date will print on the check or will be included in the EFT file. After entering all of the above information, press <F2>. The system redisplays the information for your verification. If there are no changes, press <F2> again. You then get the 'Report Options' screen. If you selected specific vendors on the 'Cash Requirement Report', you must do the same selection here. If not, press <R> to 'Run Output Procedure'. Although you are given a 'Report Options' screen, a 'Checks/EFT Creation' report only prints if there are any problems encountered. If you receive a printed report, do not proceed. Call Data Plus Support and have the report available. Remember that a report does NOT print if this procedure is successful. NOTE: 'Checks/EFT Creation' should not be run again in this process until this batch has finished posting. If you try to run 'Checks/EFT Creation' and this step has already been run the following message will appear "Cancel - Computer Checks are already in progress. Press <Space Bar> to continue." This brings you back to the menu. Go into 'Batch Status More Info' to determine where the system is in the Check/EFT process. The "Batch ID", "Current Status" and "Type" of check run are displayed. If you are not sure why you are at this point in the check run, call Data Plus Support before proceeding any further. Step 4: Edit List After selecting this item from the menu, the 'Current Batch Status' is displayed. This status must read "Checks/EFT Created" in order for the report to be generated. The 'Edit List' prints all vendors and their invoices that have been selected for this check run. It is easier to correct problems before printing checks, than later in the process. If mistakes are found on the edit list and a new a new check run needs to be started from pay status edit then Return to Pay Status Edit can be used to re-start the entire check run from the beginning. This will reset the batch status to no batch in progress, and a new check run can be created that will have the same invoices selected for payment and the same total cash required. If mistakes are found on the edit list and the checks need to be renumbered or voided then refer to the tech note AP Computer Check Recovery Procedures. Step 5: C:\DPHS\Tech Notes\AP Computer Check-EFT run.doc Page 10 of 14
Print Checks This step creates the print file for your checks or creates a transferable EFT file. Your system's configuration determines the exact steps needed to print the actual checks or create the EFT file. For Users Printing on Check Stock or Blank Laser Check Users: After selecting Print Checks/EFT press Space Bar to Continue. To print physical checks, at the report option screen select Print to Printer. Then press Run. For EFT Users: To create the Electronic File Transfer, after selecting Print Checks/EFT press Space Bar to Continue. You will see the following screen: Step 6: Approve Checks/EFT Verify that the above information is correct and press <F2>. You will then get a message Processing Ready to Begin. Answer Yes to continue, and select Run at the Remittance Detail report option screen. This will automatically print the remittance details for the EFT run. Remittance Details must be printed for EFT. If there are any problems with the checks after they have been printed, do not proceed. Refer to the "Computer Checks/EFT Recovery" procedure or call Data Plus Support. If the checks printed correctly, you may now proceed with the approval of the batch. The "Batch ID" and the current status of the batch are displayed. The status must read "Checks/EFT Printed". Leave the displayed value of "Checks OK" set to "Yes" and press r <F2> to continue. Once the checks have been approved, you are returned to the 'Computer Checks' menu. Although you are given a 'Report Options' screen a report only prints if there are errors encountered. If you do receive a report, print it out and do not proceed. Call Data Plus Support and have the report available. Remember: a report will not print if this is successful. C:\DPHS\Tech Notes\AP Computer Check-EFT run.doc Page 11 of 14
Step 7: Register The 'Check Register' is now ready to be run. If the status displayed is "Checks Approved", you may continue with the 'Checks Register'. Be sure to verify the information on the 'Check Register'. If there are no errors, proceed to the next step. Otherwise, refer to the "Computer Checks Recovery" documentation. Step 8: Remittance Detail (optional) This function prints a remittance detail for any vendors whose checks did not print with check stub detail. You will be required to print the Remittance Detail for those vendors prior to the Post checks/eft option. You also have the option to print the Remittance Detail for ALL checks. Select Option Choose the option for the vendors for whom you wish to print a remittance detail. 1. Print remittance detail for vendors whose checks printed without check stub detail. 2. Print remittance detail for ALL checks. C:\DPHS\Tech Notes\AP Computer Check-EFT run.doc Page 12 of 14
Sample Remittance Detail Step 9: Post Checks If all steps have been followed sequentially, the displayed status reads "Check Register Printed" acknowledge this by pressing the <Space Bar>. At the 'Report Setup Screen', press <R> (Run). The detail report is sent to the printer and you are returned to the 'Computer Checks/EFT' menu. Since this is an optional step, the 'Batch Status' is not updated by running this task. Once the check register has been printed, the batch is ready to be posted. If you take this step before the register is printed, the system displays the message: "Cancel Checks/EFT not ready to post". Print the 'Check Register' and then retry this step. This step finishes the 'Computer Check/EFT Run', produces the 'Check Journal' and, when completed, resets the batch status to "No batch in progress". C:\DPHS\Tech Notes\AP Computer Check-EFT run.doc Page 13 of 14
Batch Status (Optional) At any point during the check run you can verify that status of the computer check batch by looking at the 'Batch Status Detail' at the bottom of the computer screen. The 'Batch Status Detail' button provides basic information for this batch. If you have a multi-property database use the Display Properties Included in Check Run button to view the properties selected for this batch. You have the ability to delete your batch by pressing F6 at this screen, however, you will only be able to delete a batch if the checks have not yet been printed. The Select button is only available for Multi-property databases if the user s login allows access to more than one property. This button is used when first opening the check run screen to select an open check run batch. Summary: The computer check run logically steps through the selection and generating of computer checks/eft. The 'Batch Status' displays the process steps as they occur. Remember: only one 'Computer Check' run can be in progress at any one time for any one property. There are recovery options that can be taken at various points prior to 'Post Checks'; refer to "Computer Check/EFT Recovery" documentation. If you receive error or warning messages that you do not understand, write down the messages and call Data Plus Support. C:\DPHS\Tech Notes\AP Computer Check-EFT run.doc Page 14 of 14