Writing & Printing Checks

Task/Problem Overview

This document covers how to write and print checks in Savance Enterprise. In order to do this, you will need the appropriate security rights. To access the Write Checks screen, open the Accounting Manager by going to Accounting > Account Manager. Then click on the Write Checks icon at the bottom. This will bring up the screen seen below. When you are done writing a check, you may click "Save & New" to write a new check, or you can click "Save & Close" to save the check and close the window.

Check Information

When writing a new check you will need to fill out all of the information at the top. This will be the information that is printed on the check.

• Bank Account: First, you will need to select the Bank Account you will use. Any ledger account marked as a bank account will show up here.

• Number: Next, you will need to set a check number. Enterprise automatically calculates the next available check number, but you may change that number if necessary.

• Date: You can change the date that will show up on the check (which defaults to today).

• Pay to the Order of: This will display a list of all your vendors. Simply choose one, and make sure that the address that shows up is correct. You may manually change the address if necessary.

• Memo: This is the memo that will be added at the bottom of the check (this is optional).

Decide What to Pay

Now that you have filled out all necessary information for the check, you will need to mark what needs to be paid. You may choose to write a check for an Expense, a Bill, or both. The difference is described below. In both cases, you will notice that the Amount field at the top will be automatically calculated, so you won't have to worry about miscalculating any checks.

An Expense is simply a new payment you will be paying in this check. To add an expense, click the Add Expense button at the bottom. This will allow you to choose an Expense Account (which is created in the ledger accounts), the amount to be paid, and an optional description. Once you click OK, you will see the Expense added at the bottom, and the Amount will be recalculated at the top. You may add any number of expenses to a check.

If you have any unpaid bills, you will be able to add these bills automatically instead of manually adding an expense. To do so, go to the Bills tab. You will find a list of all unpaid bills. To add one of the bills to this check, simply check the box next to the bill. You may also edit the Payment column if you would like to pay only part of a bill at once. Once you do this, you will see that Amount will again update automatically.

• Note the color coded legend

  • POs with No Receiver/s

  • Vendor Onhold

  • Bill On Hold

Print a Check

Before you finish with your check, you may want to print it. You have two options: to choose a printer and print immediately or to "Queue to Print" (print later). If you check the Queue to Print box, this means that this check will not be printed until later.

This is helpful if you are creating a large number of checks or if you create checks throughout the day, and you want to print all checks at once. If you do this, you will be able to print the checks in the queue later by going to Send Documents in the Accounting Manager. This will bring up the following window.

Be sure you are in the Checks tab. Then you may set the filters so that you only view the checks that you want to print (for example, maybe you only want to print checks that apply to a specific Bank Account). Click Select All or manually select the checks you want to print. Then when you are ready, click the Print button at the bottom to print all checks that have been checked.