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The Check Run screen provides a User with a list of Approved AP Invoices.  The User can then apply AP Credit Memos & Discounts, create AP Payments, print Checks, and produce ACH and Positive Pay exports for selected invoices.  Click here for more information on the Check Run Overview

 

Check Run Screen

1) Check Run Name – the system will generate a unique name for the Check Run consisting of the Date – Time Stamp – User Full Name.  This value cannot be changed

2) Select Invoices From selector – Select the Legal Entity name of the Locations that will be represented on this Check Run.  Data Flow: AP Invoice Location -> Location -> Legal Entity

3) Checking Account selector – will auto-populate after selecting Legal Entities.  Update to Bank Account that will be used to record all AP Payments created on this Check Run

4) Location selector – select the Location that will appear on all AP Payments created on this Check Run

5) Payment Date – set the Payment date for all AP Payments created on this Check Run.  Note: Discounts are directly effected by the value in this field.

6) Filter Due Date – AP Invoices in the Invoices grid can be filtered by ‘Show All Bills’ and ‘Show Due/Discount Date’ with a Date picker

7) Saved Check Runs selector – Open a previously saved Check Run from this selector.  This is useful when Accounting Clerks prepares the Check Run and later an Accounting Manager opens the Check run to create the checks

8) Next Check Number / Get Balance button – the Next Check Number for the selected Bank Account will be displayed here.  Click the ‘Get Balance’ button to update the Balance values below after selecting a Bank Account (3)

9) Balance values – Bank Account Balance values based on the up-to-moment reconciled balance of the selected Checking Account (3).  Balance Before checks, Balance After checks, and Total Check Run

10) Vendor Group selector – Filter Invoices based on Vendor Groups.  Vendor Groups are assigned on the Vendor Record

11) Navigation / Refresh buttons – Up Arrow: collapse the header.  Left Arrow: -> display Credits / Discounts for selected line item. Refresh button: click to refresh the Invoices grid

12) Save Check Run action – click to save the current Check Run for later use

13) Create Checks action – click to create AP Payments for each selected Invoice

 

Invoices Tab

1) Pay Checkbox – Check each individual checkbox to pay the Invoice.  Check the checkbox in the header to check all available invoices

2) Vendor Name (link) – Vendor Name.  Click to open Vendor Record

3) Inv Date – Invoice Date

4) Due Date – Invoice Due Date (calculated on AP Invoice based on Payment Terms)

5) Invoice Number (link) – Invoice Number.  Click to open AP Invoice Record

6) Payment Date – Payment Date.  Set on Check Run header Payment Date field (above, 5)

7) Location – AP Invoice Location

8) Amount Due – AP Invoice Amount

9) Pay Amount – AP Invoice Amount to Pay

10) Credit / Discount Indicator:

  • C = available Credit Memo that can be applied
  • D = Discount available based on Payment Terms and Payment Date

11) Payment Method Indicator:  Set on the Vendor Record.  Each payment method will create an AP Payment record in Restaurant365.  Click here for more information on Payment Methods

  • ACH = ACH, will include payments for the selected invoices in an ACH Stubs file
  • Blank = Check, will include payments for the selected invoices as a generated PDF.  Multiple payments to the same Vendor will be grouped in to one check
  • ADD = Auto-Direct Debit, will only create an AP Payment for each selected invoice.  No additional records are created
  • CC = Credit Card, will only create an AP Payment for each selected invoice.  No additional records are created

 

Check List Preview Tab

1) Vendor Name – Vendor Name

2) Invoice Count – Total number of Invoices checked for the Vendor on the Invoices tab

3) Check Total – Total Amount for the Invoices checked on the Invoices tab

4) Discount Total – Discount total amount (if any)

5) Export list to Excel button – click to export the Check List Preview to Excel

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