Automatic Cheques Printing

From this menu, the user will be allowed to select invoices to be paid, and automatically print cheque from the system. Once the process will be completed and the cheque will be update in the system, the system will update all information in the Vendor Maintenance. Therefore, the invoice will be marked as paid and will not shown as an outstanding invoice to be paid, and the cheque number will display beside the invoice.

Bank Account: From this field, the user will be allow to select from which Bank Account the invoice(s) will be pay. The drop down list will display all bank account set up from the Banks maintenance. If the Company has more than one Bank account, it is important that the user selects the appropriate Bank Account. Once the cheque will be updated on the final step of the process, the system will do an automatic journal entry and Credit the General Ledger account attached to the Bank Account select from this field.

Pay up to: This should be the cheque date. The system will display all invoices that has a due date/ or discount date (depending on the option cheque on a the following option )  prior to the date entered under that field. If this field is left blank, the system will default the date to today's date.

Type selected: This field is not required to print a cheque. If the user wants to display a list of invoices payable without having to look vendor by vendor - he will be able to select a specific type of Vendor from the drop down list. The type of vendor that will display under this drop down list are the one created in the Vendor Types maintenance;

Regular: If selected, it means a real cheque will print out of the system. Therefore, when the user will finalize the operation, the system will ask for a cheque number and the invoice will be pay and associate with this cheque number;

Direct Deposit: If selected, the system will generate a Direct Deposit File under the path default under the General Parameters of the Direct Deposit menu. This file will then need to be upload on the Bank Institution website to transfer the money from the user bank account to the vendor bank account.

Discount if past due: If selected - the system will calculate the Cash Requirements after discount even if the date of the payment selected if after the due date and the invoice is past due.

Once the user defined all previous fields, the system will suggest a few invoices to be paid based on the previous criteria selected. The user will then have the ability to either:

•          Add one or multiple invoices to be paid  manually:

          If the user wants to pay specific invoices and not generate a list of invoices to be paid by type of vendor, by invoice due date or discount date - by double clicking in the vendor field, or by pressing F5, the user           will be allow to select the vendor the invoice is remitted to. If the user does not know the vendor number, by pressing F1 with the cursor positioned in the vendor field, the search window will open                               automatically.

          The system will display the list of invoices payables related to this vendor based on the date enter in the Pay up to  field.

•Remove any invoices to be paid manually:

          When the system produces a list of invoices to be paid based on all selected criteria, the user has the ability to delete any invoices one at a time. To do so, the user needs to be positioned on the desired line,           and click on Remove Live, or press F7.

•Finalize and print Cheques:

          By pressing F2 - the user will be able to print the cheques once the list of invoices to be paid has been reviewed and approved.

          This will open a new window:

          By default - the Print Box will be checked for all invoices selected on the previous screen. However, the user has the ability to Unchecked one or multiple invoices. If the box is unselected - the system will print           a cheque for every invoices - except the once that are not selected to print.

          By clicking on Print on the bottom of the screen - the system will generate a new box to enter the cheque number. First time this module is used, the user will enter the first cheque number of his batch of                     cheque. Then each time a new cheque is print, the system will automatically increment the cheque number by one. The user should only make sure that the first number that shows on this box matches with           what is print on the cheque.

          If the user agrees with the Starting Cheque Number - than the user should click on print. The system will then print all information on the cheque.

          If all information that print on the cheque is accurate - than the user should click on ACCEPT and update all cheque in the system. Therefore, the system will update all invoices and marked them as paid with           the appropriate cheque number assign to it.

          From the vendor Maintenance - the system will update the information under the Statement tab and show all payment information related to the invoice.

          If the information is not accurate - the user can CANCEL the cheque that just print and print a new batch before everything is updated in the system.