Check runs are often used to prepare a set of checks that will be approved at a board meeting. Grouping checks into a single run allows you to prepare a report in preparation for the meeting and to print all the checks at once after approval.
Check runs are generally created in three stages, after invoices have been entered:
Create Check Run
To create a check run from invoices marked ready for payment:
- Go to Financials Main > Accounts Payable > Payments > Mass Create Payments
- Select the invoices that should be paid on this check run
- Enter the Date of the payment
- Payment Type: Check
- Select a Financial Institution Account from which assets will be decreased upon completion of the check run
- Options: Create Check Run
- Create
To create a check run from existing unpaid payments:
- Go to Financials Main > Accounts Payable > Payments > Create Check Run or Financials Main > Accounts Payable > Check Runs> Create Check Run
- Enter the Date to be printed on the check
- Choose the Status (Draft or Approved)
- Select a Financial Institution Account from which assets will be decreased upon completion of the check run
- Check all the existing payments that should be added to the run
- Save
After creation, the check run will now be visible on the Accounts Payable > Check Runs page in Draft form. The payments in the check run will still not affect the general journal until they have been run.
Reports
To prepare this information for the board, you can run the Board Report, which is a default Saved Report.
To run the board report:
- Go to Financials Main > General Ledger > Saved Reports
- Run the Board Report
- Filter the report by date or check run
- Press ctrl+P or cmd+P on your keyboard and continue with your browser’s print dialog
Run Checks
After the approval, run and print the checks to finalize the process. After being run, the payments will be added to the general journal.
To run checks:
- Go to Financials Main > Accounts Payable > Check Runs
- Next to the check run, click the down arrow and Edit
- Adjust the Date if necessary
- Change the Status to Approved
- Select the Financial Institution Account
- Uncheck any payments that were not approved
- Save
- Print the check run
- Enter the Starting Check Number
- Print & Save Check Number
Click the Print icon in the upper-right corner of the Print Check window and continue with your system’s print dialog