The Check Run screen provides a User with a list of Approved AP Invoices. The User can then apply AP Credit Memos and 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
Step 1: Open the Check Run and select the Legal Entities (Locations) from which the AP Invoices will be loaded to be paid. Multiple Legal Entities can be selected
Step 2: Select the Checking Account that will be used to Pay the AP Invoices. The Default Location on the Checking Account will set the Location on the Check Run. Change the Location if necessary. Set the Payment Date that will appear on all Payments
Once the Checking Account has been selected, the starting Check Number for this Check Run will be the number in the 'Next Check Number' field. If entering Payments that will not be printed such as ACH Payments, Check Numbers will not be used. In this case, the User has the option of entering text in to the 'Next Check Number' field such as "ACH". Doing so will produce a warning stating that Payment Numbers will not be incremented and will all have the same Payment Number
All Payments created on this Check Run will have the same value in the Payment Number field
Step 3: In the Invoices grid, select which invoices are to be paid by clicking the checkbox on the Invoice line.
Step 4: To view further details for one invoice, click the Invoice line to select the Invoice (the line will be highlighted based on the Restaurant365 Theme Builder color. Orange highlight below are related to Contract Price Verification) and open the Detail pane (click the < to open the Detail pane).
The first field contains the Check Memo. Default Check Memo can be set on the Vendor Record and will populate this field each time the Vendor is paid. If this Vendor offers a Discount for Early Payment and the Payment days falls within the Discount date range, the Suggested discount will be listed. The User does not need to update the Discount Taken field unless the value will be different than the Suggested value. Discounts will be automatically applied when available. Discounts will be recorded in the Discount Account that is selected (also set on the Vendor Record)
Step 5: View and Apply any open AP Credits to Invoices being paid. Click here for more information on Applying Credit Memos
- Note: Multiple Payments to Same Vendor
Multiple Payments to the same Vendor can also be created during one Check Run with different Payment Dates on each Payment. This is based on the Payment Date. If multiple Checks need to be created with different Payment Dates, manually update the Payment Date value in the Invoice line that needs the change. All invoices with the same Payment Date will go on one check, with any other Payment Dates going on separate Checks.
Step 6: Verify the Checks that are about to print under the “Check List Preview” tab.
Step 7: Create Payments. Click here for more information on Creating Payments