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 Date - Time Stamp - User Full Name.  This value cannot be changed

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

  • Note: Discounts are directly effected 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 Accounting Clerks 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) 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

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

11) 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

12) 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

13) 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

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

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

Invoices Tab

1) Pay Checkbox - Check each individual checkbox to pay the Invoice.  Check the checkbox in the header to check all available invoices

2) Vendor Name (link) - Vendor Name.  Click to open 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 - Invoice Date

5) Due Date - Invoice Due Date (calculated on AP Invoice based on Payment Terms)

6) Invoice (link) - Invoice Number. Click to open AP Invoice Record

  • 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 - Payment Date.  Set on Check Run header Payment Date field (above, 5)

8) Location - AP Invoice Location

9) Amount Due - AP Invoice Amount

10) Pay $ - AP Invoice Amount to Pay

11) Credit / Discount Indicator:

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

12) Payment Method Indicator - Set on the Vendor Record.  Each payment method will create an AP Payment record in Restaurant365.  Click here for more information on Payment Methods

  • ACH = ACH, will include payments for the selected invoices in an ACH Stubs file
  • Blank = Check, 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, will only create an AP Payment for each selected invoice.  No additional records are created
  • CC = Credit Card, 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