The Check Run screen provides a User with a list of Approved AP Invoices. The User can then apply AP Credit Memos & Discounts, create AP Payments, print Checks, and produce ACH and Positive Pay exports for selected invoices. Click here for more information on the Check Run Overview.

Check Run Screen

1) Check Run Name - The system will generate a unique name for the Check Run consisting of the Bank Account Number - Date - Time Stamp - Sequence Number - User's Full Name.  

  • Note: The Check Run Name can be changed before or after saving the Check Run. The edited name does not need to be unique. 
  • Note: The Sequence Number is based on the number of Check Runs previously created on the associated date by the same User.

2) Select Invoices From selector - The name of the Legal Entity whose Locations will be represented on this Check Run.  Data Flow: AP Invoice Location -> Location -> Legal Entity

3) Checking Account selector - This will auto-populate after selecting Legal Entities. Update to the Bank Account that will be used to record all AP Payments created on this Check Run. The User can search by:

  • GL Bank Account Number
  • GL Bank Account Name
  • Default Location (name or number) on a Bank Account
    • Note: If the account selected does not have a Legal Entity assigned in the Bank Account record, a modal will appear where both the account's Legal Entity and Account Type must be selected. When 'Ok' is clicked, both the Check Run screen and the Bank Account record will be updated

4) Location selector - The Location that will appear on all AP Payments created on this Check Run. This field cannot be updated until a Checking Account is selected; however, if the Bank Account's record has a default Location assigned to it, that Location will be listed by default

  • Note: Only Locations assigned to the Bank Account record and the Legal Entity of the Bank Account will appear in the drop-down selector. These Locations will also reflect the Locations each User has access to based on the selections made on their User record

5) Payment Date - The Payment date for all AP Payments created on this Check Run. Editing this field will update the Payment Dates of the displayed Invoices. Learn more about updating the Payment Date field here.

  • Note: Discounts are directly affected by the value in this field

6) Filter Due Date - AP Invoices in the Invoices grid can be filtered by 'Show All Bills' and 'Show Due/Discount Date' with a Date picker

7) Saved Check Runs selector - This enables a previously saved Check Run to be opened from this selector. This is useful when an Accounting Clerk prepares the Check Run and later an Accounting Manager opens the Check Run to create the checks

  • Note: To delete a previously saved Check run, click the trash can icon next to the Saved Check Runs in this drop-down listing

8) Next Check Number / Get Balance button - The next check number for the selected Bank Account will be displayed here. Click the 'Get Balance' button to update the Balance values below after selecting a Bank Account (3)

9) Next R365 Payments Number - This field is only displayed for Customers who began utilizing R365 Payments starting in January 2022. Since these check numbers are posted to the selected Bank Account, this will display the next unique check number based on the Bank Account's set numbering sequence

  • Note: If there is no number entered for this field on the Bank Account record, then this will reflect the 'Next Check Number' instead

10) Balance values - Bank Account Balance values based on the up-to-moment reconciled balance of the selected Checking Account (3).  Balance Before checks, Balance After checks, and Total Check Run

11) Vendor Group selector - Filter Invoices based on Vendor Groups.  Vendor Groups are assigned on the Vendor Record

12) Location Reporting Category selector - Filter Invoices based on Location Reporting Categories.  Location Reporting Categories can be created in System Preferences, and assigned on the Location Record

13) Invoice Priority selector - Filter Invoices based on the priority of the AP Invoice. Priority Statuses can be set on the AP Invoice header or by Vendor through a selected Vendor's record

14) Navigation / Refresh buttons - These buttons complete the following actions:

  • Up Arrow - Collapse the header
  • Left Arrow - Display Credits / Discounts for selected line item
  • Refresh Button - Click to refresh the Invoices grid

15) Save Check Run action - Click to save the current Check Run for later use

16) Create Checks action - Click to create AP Payments for each selected Invoice

17) Submit for Approval - This button should be clicked in order to mark this Payment Run as finalized and sent to higher level Accounting Admin Users for review and approval from the Payment Runs page. Click here to learn more about approving Payment Runs

Invoices Tab

1) Pay Checkbox - These boxes determine which invoices will be paid. Check the necessary individual boxes or the checkbox in the header to check all available invoices

2) Vendor Name (link) - The name of the Vendor. Click this name to open the Vendor record

3) Priority -  The priority status listed on the AP Invoice. Viewing the priority of an invoice can help determine which invoices should be paid first. This can be filtered through the 'Invoice Priority' selector in the Check Run header

4) Inv Date - The date of the invoice 

5) Due Date - The date the invoice is due, which is calculated on AP Invoice based on Payment Terms

6) Invoice (link) - The number associated with the invoice. Click to open AP Invoice form

  • Note: AP Invoices that are put on hold will not appear in a Check Run. Click here to learn more about Payment Holds

7) Payment Date - The date the payment is made. This is set on the Check Run header Payment Date field

8) Location - The Location associated with the AP Invoice 

9) Amount Due - The amount of the AP Invoice 

10) Pay $ - The AP Invoice amount to pay

11) Credit / Discount Indicator - This indicates whether the amount is a credit or discount:

  • C = available Credit Memo that can be applied
  • D = Discount available based on Payment Terms and Payment Date

12) Payment Method Indicator - The Payment Method, as set on the Vendor Record. Payment Methods can be filtered to show only specific Payment Methods, as shown below. Each Payment Method will create an AP Payment record in Restaurant365. Payment Methods include:

  • ACH = ACH - This will include payments for the selected invoices in an ACH Stubs file
  • Blank = Check - This will include payments for the selected invoices as a generated PDF.  Multiple payments to the same Vendor will be grouped in to one check
  • ADD = Auto-Direct Debit - This will only create an AP Payment for each selected invoice.  No additional records are created
  • CC = Credit Card - This will only create an AP Payment for each selected invoice.  No additional records are created

Check List Preview Tab

1) Vendor Name - Vendor Name

2) Invoice Count - Total number of Invoices checked for the Vendor on the Invoices tab

3) Check Total - Total Amount for the Invoices checked on the Invoices tab

4) Discount Total - Discount total amount (if any)

5) Export list to Excel button - click to export the Check List Preview to Excel