Work Instruction
Functional Area: Accounts Payable / Create Check Information
Purpose
Use this procedure to record a manually issued check.
Trigger
Perform this procedure when it is necessary to record a manually issued check.
Prerequisites
  • An outgoing payment has to be posted in SAP.
  • An outgoing payment document has posted in SAP (via transaction F-53).
  • A Quicken check has been manually completed (outside of SAP).
Menu Path
Use the following menu path to begin this transaction:
  • SelectAccountingFinancial AccountingAccounts PayableEnvironmentCheck InformationCreate to go to the Create Check Information screen.
Transaction Code
FCH5
Business Process Information
Traditionally, vendor payments are issued using the automatic payment program transaction (F110). Accordingly, check printing is done in batch at the Computing Center. Vendor payments are made according to the payment due dates defined on the vendor’s invoice (via the payment term). Typically, if an invoice was entered in the system today (with ‘pay immediately’ payment terms), there would be a 2 day turnaround time for the vendor’s check. It most business scenarios, this payment time frame is acceptable.
However, there are business situations, for example some ‘Small Dollar Invoice’ situations, when a check must be immediately printed and sent to a vendor. The Accounts Payable (AP) Office does not have a dedicated check printer on site that could be used to print checks using standard SAP functionality. In order to accommodate emergency check printing, the AP Office has a small supply of Quicken check stock used for manual check issuance.
It is important to note that any manual checks (that is checks printed outside of SAP) are to be used in emergency situations only. The invoice supporting forms (A113, A114, etc) will indicate the requirement for an emergency check issuance. In the case where a Small Dollar Invoice requires an emergency check, the invoice data is entered by the department and the Department sends an e-mail to the AP Supervisor requesting the emergency check. The e-mail includes the business reason why the emergency check is needed and the Small Dollar Invoice document number.
The AP Supervisor will determine if a manual check is warranted. If an emergency check is needed there are several steps required to properly clear the invoice and issue payment.
  • The AP Office personnel will enter the invoice into SAP as needed. If the invoice is already in the system (as in a Small Dollar Invoice), there is no need to re-key the invoice.
  • Using the invoice document number, the invoice is cleared using outgoing payment transaction F-53. This transaction does not produce any payment medium or output such as a check or ACH payment file.
  • The manual Quicken check is prepared outside of SAP.
  • The manual Quicken check information is recorded in SAP using transaction FCH5. This check information is automatically included in the next outgoing Positive Payment file once the manual check information is saved.
  • Vendor check is sent to the Department for distribution or directly to the vendor.
If the AP Supervisor determines that an emergency check is not warranted they will instruct the customer to follow standard operating procedures which will result in a system generated check being printed.
Helpful Hints
  • The R/O/C column in the field description tables below defines whether the field is required (R), optional (O), or conditional (C).
  • On certain screens you may have to scroll to view some data entry fields.
  • Click to view the payment document.
  • Click to view the cleared invoice and payment document.

Work Instruction
Functional Area: Accounts Payable / Create Check Information
Procedure
1. / Start the transaction using the menu path or transaction code.
Create Check Information

2. / As required, complete/review the following fields:
Field / R/O/C / Description
Payment document no. / Required / SAP document number that was generated by the system when a payment transaction was posted
Example:
15000000004
This number is generated from transaction F-53.
Paying company code / Required / Company code that will be issuing the payment to the vendor
Example:
UC
FiscaI Year / Required / Period, 12 months as a rule, for which the company is to create its inventory and balance sheet. The fiscal year can be the same as the calendar year, but does not have to be.
Example:
2006
House bank / Required / Identification for an organization's particular cash account with a financial institution. All information regarding the account is determined using this key.
Example:
PNC01
Account ID / Required / Bank account number
Example:
DISBU
Check Number / Required / Identifying number on a check
Example:
1000000
This number is off of the manual check stock, the range of numbers has to be identified and stored in SAP.
3. / Click .
4. / Perform one of the following:
If The Vendor / Go To
Has an alternate payee / Step 5
Does not have an alternate payee / Step 7
Select Payee

5. / Place your cursor on the desired vendor account address information.
/ If the vendor has alternative payee vendor accounts defined, the system will display all possible payment recipients for the manual check.
6. / Click .
Create Check Information (2)

7. / As required, complete/review the following fields:
Field / R/O/C / Description
Payment date / Required / Date the off cycle payment was processed
Example:
10/31/2004
Currency / Required / Monetary unit; The currency of the entity processing transactions
Example:
USD
Amount paid / Required / Indicates the value of the line item (in specified currency) of an accounting document
Example:
2,000.00
Cash discount amount / Optional / Amount of cash discount to be applied to a purchase or sale
Example:
Title / Optional / Mr., Mrs., Ms., Miss, or Dr.
Example:
This information will default based on the vendor master record information; update as needed.
Payee name / Required / Name of person receiving payment, defaults to employee's name
Example:
LegaI Entity For Direct lnvoices
This information will default based on the vendor master record information; update as needed.
Unlabeled field (below the Payee name field) / Optional / Placeholder for additional information related to preceding field
Example:
This information will default based on the vendor master record information; update as needed.
Unlabeled field (two lines below the Payee name field) / Optional / Placeholder for additional information related to preceding field
Example:
This information will default based on the vendor master record information; update as needed.
Unlabeled field (three lines below the Payee name field) / Optional / Placeholder for additional information related to preceding field
Example:
This information will default based on the vendor master record information; update as needed.
PO Box / Optional / Post office box number
Example:
This information will default based on the vendor master record information; update as needed.
Street / Required / Street address of vendor/customer
Example:
100 LegaI Payment Drive
This information will default based on the vendor master record information; update as needed.
PO box post cde / Optional / Postal code of payee's PO box
Example:
This information will default based on the vendor master record information; update as needed.
City / Optional / City where company is located
Example:
Cincinnati
This information will default based on the vendor master record information; update as needed.
Post.code / Optional / A zip code
Example:
45220
This information will default based on the vendor master record information; update as needed.
Country / Optional / Country name
Example:
US
This information will default based on the vendor master record information; update as needed.
Regional code / Optional / In some countries, the regional code constitutes part of the address. Its meaning is country-specific
Example:
OH
This information will default based on the vendor master record information; update as needed.
/ The system will default the payment and payee information from the vendor’s master record and the payment document. The user must verify/update the information as needed.
8. / Click .
Create Check Information (3)

9. / Click until you return to the SAP Easy Access screen.
/ The system displays the message, "Check UC PNC01 DISBU XXXX created manually."
10. / You have completed this transaction.
8/17/2017
Ver: Rev 0 / 08_AP_FCH5_CreateCheckInformation_0_CheckManagement_01.udc
© University of Cincinnati / 1/11
Work Instruction
Functional Area: Accounts Payable / Create Check Information
Result
You have recorded a manually issued check.
Comments
If any vendor address information was adjusted for the manual check, a separate vendor master update form must be completed and sent to the Vendor Master Data Custodian so that the master record can be updated accordingly.
8/17/2017
Ver: Rev 0 / 08_AP_FCH5_CreateCheckInformation_0_CheckManagement_01.udc
© University of Cincinnati / 1/11