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Recording Manual Check Payments

If we are hand writing checks instead of printing, can we use the print check as a guide? And set up the check #s to line up with our checkbook?

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Restaurant365 allows users to print their own checks without relying upon pre-printed check stock.  This gives users greater flexibility and added security as they will not have to keep pre-printed check stock on premises, or under lock and key.  Blank checks also offer additional convenience, allowing you to print multiple checks to multiple Vendors in a single check run.  The blank check stock can be used for multiple checkbooks and multiple Check Runs all without the need to change the check stock in the printer.


If you plan to hand write checks, you can use the check record created in R365 as a guide if needed.

There are four different ways to print a check to PDF in Restaurant365.  Each of the following four sections explain the necessary steps to create a check via the particular method noted.  Each step results in a generated PDF that can then be printed on to a physical check.  Physical prints will be accomplished using your printer and system or browser dialog.


1Pay a check from within a single Invoice - Pay Bill / Pay with ACH



While viewing an AP Invoice, hover over the 'Action' menu and click 'Pay Bill / Pay with ACH'.  Depending on the Vendor Payment Methods, you will see either option.  For Accounting Clerks without the Pay AP Invoice Security Role, these options will only appear on Approved AP Invoices.  For Restaurant Managers without the Pay AP Invoice Security Role, these options will not appear.


Clicking Pay Bill will open either the 'Pay Bill' prompt or the 'Pay with ACH' prompt.  The two are nearly identical, with the ACH prompt varying in the 'Check Number', auto-set to "ACH", and the 'OK' button replaced with 'Create'.  On this prompt, the User can enter the Payment Date, select the Bank Account, set the Payment Location, and enter/adjust the Check Number (the next available check number will populate upon selecting the Bank Account).  Upon completing these fields, click the OK/Create to generate the Check / ACH Payment



Clicking OK will generate a PDF of the check that will be saved to your default download location and can then be opened, and printed using your browser or system dialog.


check-print-action-pay-bill-pdf-chrome


Following the generation of the PDF, Restaurant365 will open an additional prompt where the user will need to select an option to specify the results of the check printing:



Printed Successfully - this action completes the Bank Expense (Withdrawal), closes the prompt, and marks the invoice as paid (applies the payment)Reprint Now - this action will regenerate the PDF to be printed againReprint Later - this action closes the prompt, leaving the Bank Expense (Withdrawal) un-applied and un-printed

2. Create Multiple Checks from existing Invoices - Check Run



To pay multiple existing Approved AP Invoices, utilize the Check Run to generate multiple checks at once.  Accounting Managers and Account Clerks have access to the Check Run screen.  Accounting Clerks will only be able to Create Checks if they have the Pay AP Invoice Security Role.  Restaurant Managers cannot access the Check Run.  Click here for detailed information on Check Run

3.  Create an AP Payment without an existing AP Invoice - Manual Payment



Manual Payments are AP Payments that are created prior to entering an AP Invoice in to Restaurant365.  Essentially, creating a Manual Payment is creating the second half of the AP Invoicing process before completing the first half, or rather, creating the AP Invoice.


To create a Manual Payment, hover over the 'Vendor' menu and click 'Manual Payment'. This will open a new AP Payment tab where the User can enter in all of the required information for the AP Payment.  Accounting Clerks without the Pay AP Invoice Security Role will be able to create a Manual Payment, but they will not be able to Print Check on a Manual Payment until that Payment is Approved.  Granting an Accounting Clerk the Pay AP Invoice Security Role will allow them to Approve and Print Check on a Manual Payment.  Restaurant Managers without the Pay AP Invoice Security Role will not be able to create (or Print Check) a Manual Payment.


Once the AP Payment has been completed, hover over 'Action' and select 'Print Check' to generate the check



Clicking Print Check will generate a PDF of the check that will be saved to your default download location and can then be opened, and printed using your browser or system dialog. 
check-print-action-pay-bill-pdf-chrome 


Following the generation of the PDF, Restaurant365 will open an additional prompt where the user will need to select an option to specify the results of the check printing:


Printed Successfully - this action completes the Bank Expense (Withdrawal), closes the prompt, and marks the invoice as paid (applies the payment)Reprint Now - this action will regenerate the PDF to be printed againReprint Later - this action closes the prompt, leaving the Bank Expense (Withdrawal) un-applied and un-printed

4.  Create a Bank Expense from the Banking menu (non-AP Transactions) - Withdrawal



For non AP transactions, a check can be printed by creating a Bank Withdrawal on the Banking Menu.


To create a Withdrawal, hover over Banking and click on Withdrawal.  Doing so will open a new tab where a Bank Expense (Withdrawal) can be entered.  Accounting Clerks without the Pay AP Invoice Security Role, will be able to create a Bank Expense (Withdrawal), but they will not be able to Print Check on a Manual Payment until that Bank Expense (Withdrawal) is Approved.  Restaurant Managers do not have access to the Banking menu in the top ribbon and therefore cannot create a Bank Expense (Withdrawal).


Upon completion of all the required fields, hover over Action and select Print Check to generate the check



Clicking Print Check will generate a PDF of the check that will be saved to your default download location and can then be opened, and printed using your browser or system dialog.


check-print-action-pay-bill-pdf-chrome


Following the generation of the PDF, Restaurant365 will open an additional prompt where the user will need to select an option to specify the results of the check printing:



Printed Successfully - this action completes the Bank Expense (Withdrawal), closes the prompt, and marks the invoice as paid (applies the payment)Reprint Now - this action will regenerate the PDF to be printed againReprint Later - this action closes the prompt, leaving the Bank Expense (Withdrawal) un-applied and un-printed


 You can also update the check number sequence for each bank account by navigating to your Bank Accounts under the Banking section on the left hand ribbon. Once there, you can open up the Bank Account record and update the Check Sequence Number to fall in line with your checkbook. 



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