Accounts Payable Print Checks

Objective

This document provides step by step instructions regarding the use of the Print Checks program within Munis Accounts Payable.

Overview

The Munis Print Checks program is completed by accounts payable personnel once the Select Items to be Paid report is reviewed and approved, as applicable by your organization. This program can be run to generate a batch of checks to pay invoices for a specified check run code or it may also be used to rerun checks for a check run, print single checks, and process manual check payments.

Prerequisites

Before you can successfully complete this process, you must ensure that roles granting the necessary permissions have been assigned to your user account. If the roles have not been established, contact the system administrator to have them updated or added into the Munis system.

Confirm the following:

  • You have menu access to the Print Checks program
  • Accounts Payable Settings are established.
  • Printers are set up for accounts payable checks.
  • MICR toner is installed in the check printer.
  • The Accounts Payable Invoice Entry process is complete.
  • The Select Items to be Paid program is complete.
  • The signature card required for printing checks is available.

Procedure

To complete the Print Checks program:

  1. Open the Print Checks program.
    Financials > Accounts Payable > Cash Disbursements > Print Checks
  1. Click Print Options from the Menu group of the ribbon.
  2. Complete the fields according to the following table specifications.

Field / Description / Notes
Check Information
Execute This Report / This list allows you to use Munis Scheduler to process the report.
  • If you select Now to process the report immediately, click the Preview, PDF, Print, or Text File button to view, print, or save the report.
  • If you select In Background (now) to process the report a single time using the event log and email notification features or At a Scheduled Time to establish when the report runs, the program uses Munis Scheduler.

Default Cash Account / This field identifies the account affected by the check processing.
The default value for this box is the cash account found in Accounts Payable Settings, but you can change this.
You can leave this field blank if your site has selected the appropriate permission in Accounts Payable Settings. Doing so causes the program to select all invoices with the defined check run code to be part of the print run. If you leave the cash account field blank, you can only use format X for the print run.
You must enter a cash account for manual and rerun prints.
Check Run / This is the check run code containing the invoices to select for inclusion on this check print run.
Open invoices with this check run code are automatically included. Invoices with anything other than this check run code are excluded.
This is a required value.
Check Date / This is the date that prints on each check in the run.
The date cannot be more than 30 days from the current date.
The check date is required.
Checks / This option determines whether to transfer funds electronically or to create printed checks.
When you select electronic funds transfer (EFT), only invoices with an EFT Payment Method are selected.
When you select Printed, the program enters the next available check number in the First Check Number box, and only those invoices set to a normal payment method are selected.If a check run has both EFT and normal invoices, then you need to complete the process twice, once for EFT and once for the regular checks.
The Rerun option is not available for EFTs.
First Check Number / This field specifies the first available check number in the stock.
Typically, this is the second check in the series since the first check is used for alignment.
You can type the first check number or you can click +1 to select the next available number to assign.
Check Format / This is the check format to be used.
  • If the value of this box is X-AP Check Export File, the full account number is included.
  • If the value of this box is X—AP Check Export File, Tyler Forms Processing can provide the print function.
  • If the value of this box is L-Export of APOLDCHK w/o Comment Line or X-AP Check Export File, you do not have access to the Include Greater than Maximum Invoices Printed per Check box.
  • If the value of this box is X-AP Check Export file, the program uses the delivery method defined in Vendor Remits, if a remit number is entered on an invoice in Invoice Entry/Proof. Otherwise, the program uses the delivery method defined on the Terms tab in Vendors.
  • If EFT is selected in the Checks group, you can print an advice list for check formats X and L. Format L can be saved and format X can be printed or saved.
  • The Print Checks program accommodates 8-digit or 9-digit check numbers. Check formats A - K print the 9-digit check number, with the ninth digit as the prefix for the current check number so the check number continues to be right justified. Format X accommodates a 10-digit check number.
  • For check formats A - K, and M, the invoice number prints if a document number is not found. However, only the first 12 characters of the invoice number print.
  • For check formats L and X, the invoice number is included at the end of the export file. If the invoice number is blank, the document number is included at the end of the file.
  • For a check of format N, the program creates three export files; one for the check run file, one for the check run distribution file, and a bank distribution file. The program also includes a register number.

Register / This box contains the register number, which is used for check format N. Register numbers are sequential, and are stored by the program for the next time you print checks.
Laser Format / This list provides the laser printing format options.
This list is accessible when you are using a laser printer check format (C, H, or M).
The format entries are established in Accounts Payable Settings. Choose Print Electronic Signature on Check to print signatures on laser checks.
Max Inv Per Check / This field determines the maximum number of invoices that print on the check.
If the value of the Check Format list is X-AP Check Export File, leave the box blank to indicate there is no limit to the number of invoices to print on a check.
Print Invoice Comment on Stub / This check box causes invoice comments to print on the check stub.
Include Greater than Maximum Invoices Printed per Check / This check box controls overflow check processing.
Selecting this check box produces one check for the total amount. The check stub states “See attached list” instead of printing the invoice detail. The attached list, or advice, is created at the second output screen, which appears after the checks have been generated.
If you have a large number or dollar amount of credits, select this check box to make sure that all invoices/credits are processed.
Print Separate Remittance Advice for Multiple GL Account / This check box, if selected, causes the program to print a remittance advice for each general ledger account.
This check box is accessible if the value of the Check Format field is I, J, or K.
Totals
Number of Invoices / This box displays the number of invoices.
Number of Checks / This box displays the number of checks.
Number of Prenotes / This box displays the number of prenotes.
Amount of Checks / This box displays the dollar amount of the checks.
  1. Click Accept to save the print options and to select the invoices for the specified check run.
    The program displays the number of invoices, checks, and prenotes matching the selection criteria.
  1. Click Print on the ribbon.
  2. Select the TylerForms printer for your organization to ensure that the checks print using the appropriate printer. It is important that you select the correct printer as the printer selection initiates the TylerForms software to create the form and merge with the signature card for printing.
  3. Click OK to print the checks.
    Note: The signature key, check stock, and magnetic toner should all be in the printer designated for printing checks at this time.

Additional Print Checks Options

Button / Action
Change Check / Changes the value of the First Check Number box on the screen. The print program increases this number by one each time a vendor check prints; you should only use this option when a new box of checks is used that is not in concurrent, numeric sequence with the last box.
Align / Prints an alignment pattern on a single check. This alignment pattern prints all alphanumeric check fields as X and all numeric fields as 9.
  1. Use the pattern to position the check (up, down, left, or right) so that all fields are in their assigned print areas.
  2. Reprint the pattern until the alignment is correct.
  3. Ensure that the first check is aligned by positioning it at the same point as the successful alignment, and then click Print on the ribbon. Once the checks are properly aligned, you do not need to run it again. You can physically mark the printer accordingly.

Rerun / Reprints checks when a check run has failed to complete properly
Manual Single / Displays the Print Checks screen to define and update existing invoices with the check number, check date and check run when those invoices were used to create a single handwritten check or to print a single check.
Sort Method / Displays the Print Checks dialog box where you can choose whether to sort invoices by Invoice Dollar Amount or by Document Number.
Order Method / Displays the Print Checks dialog box where you can choose whether to order invoices on the check stub by Invoice Dollar Amount or by Document Number.
Release / Releases the print run to your organization’s workflow system for approval. This option is only available if your organization has defined the APH – AP Check Approvals workflow business rule. If the business rule has not been defined, print runs are automatically released and approved.
Approvals / Displays the workflow approver information for the check run. This option is only available if your organization has defined the APH – AP Check Approvals workflow business rule. If the business rule has not been defined, print runs are automatically released and approved.

What’s Next?

The next step is to rerun the Print Checks program for the EFTs prior to running the EFT processing program. If there are no EFTs to be run at this time, use the Cash Disbursements Journal program to post the cash disbursement journal.