The Check Run screen provides a User with a list of Approved AP Invoices, which can be filtered by Vendor, Location Reporting Category, and Invoice Priority.  The User can then apply AP Credit Memos & Discounts, create AP Payments, print Checks, and produce ACH and Positive Pay exports for selected invoices.  In order to fully utilize the Check Run screen, Vendors must be properly set up (including all fields on both the 'General' and 'Vendor Additional Info' tabs), Bank Account balances and next check numbers need to be updated, and AP Invoices, AP Credit Memos and any Payment Terms Discounts must be entered and Approved.


To create a Check Run, perform the following steps in order:

  1. Hover over 'Vendor' in the top ribbon and select 'Check Run'
  2. Use the 'Select Invoices From' selector to select the Legal Entities (and thereby indirectly select the Locations) from which to populate the Invoice Grid
  3. Select the Checking Account that will be used to pay each AP Invoice
  4. Select the Location that will be listed on the Header of each AP Payment that is created
  5. Set the Payment date that will appear on each AP Payment
  6. Verify the Bank Account Balance and Next Check Number
  7. Select which AP Invoices will be paid
    • Invoices can be filtered by Due/Discount date, Vendor Group, Location Reporting Category, or Invoice Priority
  8. View and Apply AP Credit Memos
  9. Create Payments
  10. Print Checks
  11. Close the Check Run


It is important to note that AP Invoices that are put on hold will not appear in a Check Run. Click here for more information on Payment Holds.



Security


Users with the following Primary Security Roles have full access to the Check Run screen and Check Printing abilities:

  • Full Access
  • Accounting Manager


Users with the Accounting Clerk Primary Security Role have restricted access to the Check Run screen. Users can only save a Check Run and cannot create checks via Check Run. The 'Create Checks' action is not accessible for Accounting Clerks on the Check Run screen


Accounting Clerks can have the following additional Secondary Security roles added to their User record for more access:

  • Pay Check Run- This grants Accounting Clerks access to the 'Create Checks' prompt on the Check Run. This will then allow the User to create payments
    • Note: The Secondary Security Role Pay AP Invoice has no effect on a User's ability to create checks on the Check Run. Only Accounting Managers can create checks on the Check Run
  • Print Check Signature - This enables the Accounting Clerk to print checks with signatures when creating payments (must have the Pay Check Run role as well)


Note: Access to the Check Run resides on the 'Vendor' menu in the top ribbon, which is accessible by Users with the Restaurant Manager Security Role. 'Check Run' will be hidden to these Users and will not allow them to open the Check Run screen


Click here for training on assigning security roles.

 


Navigation



Users can access the Check Run by logging in through a web browser, hovering over the 'Vendor' menu in the top ribbon, and selecting 'Check Run'.



Check Run Screen


The Check Run screen is where Users can select Approved AP Invoices, apply AP Credits and create AP Payments. Click here for more information on the Check Run Screen.



Perform a Check Run


Click here for detailed steps on how to Perform a Check Run.



Saved Check Runs



Check Runs can be saved for future Use.  Click the 'Save Check Run' action on the Check Run screen to save the Check Run. Saved Check Runs can be loaded from the 'Saved Check Runs' selector.



Payment Date


Payment Dates can be set for all Invoices, or just unchecked invoices. Click here for more information on Payment Date.



Discounts from Early Payment


Discounts, taken as a result of Discount Payment Terms, can be applied on the Check Run. Click here for more information on Discounts from Early Payment.



Applying AP Credits


AP Credit Memos that have been entered and Approved can be applied to AP Invoices on the Check Run. Click here for more information on Applying Credit Memos.



Payment Runs Page


The Payment Runs page lists all Check/Payment Runs created along with their details and statuses. Users can update a Payment Run via this window. Click here to learn more about the Payment Runs page.



Payment Runs Page: Payment Run Statuses 


Check/Payment Runs can have one of five statuses to show at what stage in the approval and payment creation process it is located. Click here to learn about Check/Payment Run Statuses.



Creating Payments


Depending on the Payment Method of the Vendors that will be paid on a Check Run, AP Payments, Checks, Positive Pay Exports, and ACH Stubs can all be created on the Check Run. Click here for more information on Creating Payments.



ACH Payments


ACH exports and ACH Stubs can be produced on the Check Run Payment Created prompt. Click here for more information on Creating Payments, and ACH Reports.



Positive Pay


Positive Pay can be exported from the Check Run Payment Created prompt. Click here for more information on Creating Payments, and  Positive Pay Reports.