Send Cheque Detail

From this screen, the user will be able to send to the vendor all information related to a previous payment made through direct deposit.

When an invoice is pay by direct deposit - the user will first perform the following steps:

1) From the Automatic Cheques Printing Menu - select the desired Vendor and the invoices to pay - then select under type of payment Direct deposit. This will generate a direct deposit file that will be save on the user's desktop as per the set up done in the General Parameters maintenance.

          To have additional information regarding the payment processing - please refer to the Cash Disbursements section.

2) Once the direct deposit file is generated by the system - the user needs to connect to his Bank website, and transfer the file as per the Bank instructions on direct deposit.

3) Steps 1 and 2 will only transfer the funds to the vendor without any detail on which invoices were paid through this direct deposit.

Upper portion of the screen

          All direct deposit created by the system will be stored by the system under the Send Cheque Details Maintenance. As long as the information is not send by the user, the file will be kept in the first part of the screen;

          The user will have the ability to select the direct deposit by checking the Send box. By clicking on Send - the system will send an automated email to the vendor with the following information:

                    a. The vendor account number and name;

                    b. The cheque number of the direct deposit;

                    c. The payment date;

                    d. A list of all documents (invoice number) and information related to these documents that were pay under the direct deposit;

                    e. The total amount of the direct deposit.

The cheque detail will be send to the email address set up in the Vendor Maintenance under the email field of the Main - Main information tab.

          If the cheque information needs to be send to a different contact, or an additional contact then the one set up in the Main tab of the Vendor Maintenance, the user should check the Modify box of the selected direct deposit before clicking on the Send box.

This will open the following window which will give the ability to the user to manually override the main contact’s email address, or even add additional contact’s email address.

By pressing F3 with the cursor positioned in the To: field, the system will open the Search Vendor Contacts window. In other words, this will open the list of all the vendor’s contact information add in the Contact tab from the Vendor Maintenance.

History – Lower portion of the screen

Once the direct deposit information was send to the vendor, the cheque information will no longer be available under the first part of this maintenance. The cheque information will now display under History which is located at the bottom of the Maintenance.

If the information needs to be send again, or send to a different contact – the user can click the Re-send box and/or the Modify box of the selected direct deposit – then click on Re-send at the bottom of the screen.

Please note that the information that will be send are the same as the original email send to the vendor. If a correction needs to be done regarding the Vendor Parameters – please consult the Re-send Direct Deposit Cheques to obtain additional information.