AP Check Printing

Accounts Payable Check Printing in StreamV is a two step process.  The first step is to create the payment transactions using the Create Checks or Wire Transfers program, and the second step is to print the checks to the appropriate check form using the Accounts Payable Check Printing program. 

This logic differs from that used in Stream II.  In StreamII, the AP Check Printing Program created the payment transactions and it printed the payments on the appropriate check forms.

Creating the Payment Transactions

In StreamV, the Create Checks or Wire Transfers program creates accounts payable check documents and flags them as not printed.  Once checks are created using the Create Checks or Wire Transfers program, the Accounts Payable Check printing program is used to print the check forms and to update the printed flag in each bank record.  This design allows corrections to be made prior to printing forms and it also allows a check to be reprinted (by resetting the printed flag in the record if required).

When the Create Checks or Wire Transfers program is used to pay accounts payable invoices, the system

      Creates records in the Bank file for the checks created by the program.  The Bank records each store the total amount of the payment being made, the check date, a printed flag, and other information.

      Updates the accounts payable invoices.  The Last Check Number, Last Check Amount and Last Check fields are updated, the invoice payment, discount and balance are updated, and if the invoice is being completely paid off, the system also loads the Check Number and the Check Date fields in the invoice.

      Posts the payment transaction to the general ledger.  Journal entry lines are created and posted to the appropriate cash, discount and accounts payable accounts based on the invoices being paid.

Once the Payment Transactions have been processed in the Create Checks or Wire Transfers program, the system is updated, and the vendor, cash and AP balances in the system should be current.  The only remaining task is to print the actual check forms and send them to the vendors.

Printing the Checks

The Accounts Payable Check Printing program is used to print the checks that are created by the Create Checks or Wire Transfers program.  The Accounts Payable Check Printing program allows you to select a division and a check number range (or to select from a list of unprinted bank records), and to print checks for the selected check records.

As the Accounts Payable Check Printing program runs it updates the printed flag in each bank record from N to Y to indicate the check is now printed, and it outputs the check and invoice detail to the appropriate check form.

Please note, the form that is used by the Accounts Payable Check Printing program must be properly configured before you print checks with the program.  The accounts payable check form is special for a couple of reasons.

      First, the program is designed to output on a specific check form, and this form contains different sections.  The top of the standard check form (which is a Deluxe form 81064)

Configuring the Check Form

You should not print any accounts payable checks in StreamV until you have properly configured the accounts payable check form.  This step is described in more detail in the Installation and Configuration section of this document. 

Document Control

Please Note, the current check creation and printing design is based on using checks with a preprinted check number on them.  This provides document control and prevents previously issued (and cleared) checks from being reprinted.  All checks produced in the system should be verified by comparing the check number recorded in the system against the pre-printed check number on the check form.

Reprinting a check

If necessary, an accounts payable check can be reprinted on plain or check stock, by changing the printed flag in the record back to N. Options in the AP Check Lookup by Vendor, and Bank Management programs allow you to update the printed flag in a Bank record based on security.  Once the flag on the check record has been updated, the system will allow you to select the check in the AP Check Printing program.