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Printing Checks

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check-sidebyside-pdf-print

Restaurant365 allows users to print their own checks without relying upon pre-printed check stock.  This gives users greater flexibility and added security as they will not have to keep pre-printed check stock on premises, or under lock and key.  Blank checks also offer additional convenience, allowing you to print multiple checks to multiple Vendors in a single check run.  The blank check stock can be used for multiple checkbooks and multiple Check Runs all without the need to change the check stock in the printer.

Before you can print checks using Restaurant365, Bank Accounts must be setup correctly, and the required check stock, MICR toner/printers must be purchased.  For details on how to prepare for check printing, please see the following trainings: USA Check Printing Setup, Canada Check Printing Setup


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Check Printing Security Roles
Printer Settings
Printing Checks:

Print Check With Signature

 

Check Printing Security Roles

To be able to print checks in Restaurant365 without the assistance of another user with a higher security role, a User must have the Accounting Manager security role.  Accounting Clerks can print checks from AP Payments that have previously been approved, and Accounting Clerks and Restaurant Managers with the additional security role of Pay AP Invoice, can approve and print checks.  Please refer to the Security Grid below for a listing of the 3 Primary Roles (in dark blue) and their respective Secondary Roles that grant users access to print checks in Restaurant365:

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Printer Settings

You will need a printer that supports borderless printing to properly print checks in Restaurant365.  Borderless printing means that you have the ability to print any PDF file without margins. This feature is common among printers and printing software.  Google Chrome, the preferred browser of Restaurant365, also supports borderless printing from the Google Chrome Print prompt.  Ensure the proper settings are in place to print checks:

Google Chrome Print Prompt

When printing from within Google Chrome, under the Options heading, ‘Fit to page’ is usually checked by default.  To correctly print checks from Restaurant365 using Google Chrome, uncheck ‘Fit to page’.  This will adjust the layout of the check and allow you to properly and correctly print the check to your blank check stock

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Adobe Reader Print Prompt

When printing from Adobe Reader, ensure that ‘Actual Size’ is selected under the Page Size & Handling heading

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System Dialog Prompt

When printing using your system dialog, click on the ‘Preference’ button under the ‘Select Printer’ area.  If your printer supports Borderless printing, you should see options similar to those in the sample image below.  Enable Borderless printing by selecting ‘On’ and clicking ‘OK’.  If there are no Borderless settings available, please use Google Chrome or Adobe Reader to print checks from Restaurant365.

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Printing Checks

There are four different ways to print a check to PDF in Restaurant365.  Each of the following four sections explain the necessary steps to create a check via the particular method.  Each step results in a generated PDF that can then be printed on to a physical check.  Physical prints will be accomplished using your printer and system or browser dialog.

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1. Pay a check from within a single Invoice – Pay Bill / Pay with ACH

 

While viewing an AP Invoice, hover over the Action menu and click Pay Bill / Pay with ACH.  Depending on the Vendor Payment Methods, you will see either option.  For Accounting Clerks without the Pay AP Invoice Security Role, these options will only appear on Approved AP Invoices.  For Restaurant Managers without the Pay AP Invoice Security Role, these options will not appear.

Clicking Pay Bill will open either the ‘Pay Bill’ prompt or the ‘Pay with ACH’ prompt.  The two are nearly identical, with the ACH prompt varying in the ‘Check Number’, auto-set to “ACH”, and the ‘OK’ button replaced with ‘Create’.  On this prompt, the User can enter the Payment Date, select the Bank Account, set the Payment Location, and enter/adjust the Check Number (the next available check number will populate upon selecting the Bank Account).  Upon completing the fields, click the OK/Create to generate the Check / ACH Payment

Clicking OK will generate a PDF of the check that will be saved to your default download location and can then be opened, and printed using your browser or system dialog.

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Following the generation of the PDF, Restaurant365 will open an additional prompt where the user will need to select an option to specify the results of the check printing:

  • Yes: Printed on the printer correctly – this action completes the AP Payment, closes the prompt, and marks the invoice as paid (applies the payment)
  • No: Reprint Now – this action will regenerate the PDF to be printed again
  • No: Reprint Later – this action closes the prompt, leaving the approved payment un-applied and un-printed

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2. Create Multiple Checks from existing Invoices – Check Run

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To pay multiple existing Approved AP Invoices, utilize the Check Run to generate multiple checks at once.  Accounting Managers and Account Clerks have access to the Check Run screen.  Accounting Clerks will only be able to Create Checks if they have the Pay AP Invoice Security Role.  Restaurant Managers cannot access the Check Run.  Click here for detailed information on Check Run

3.  Create an AP Payment without an existing AP Invoice – Manual Payment

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Manual Payments are AP Payments that are created prior to entering an AP Invoice in to Restaurant365.  Essentially, creating a Manual Payment is creating the second half of the AP Invoicing process before completing the first half, or rather, creating the AP Invoice.

To create a Manual Payment, hover over the Vendor menu and click Manual Payment. This will open a new AP Payment tab where the User can enter in all of the required information for the AP Payment.  Accounting Clerks without the Pay AP Invoice Security Role, will be able to create a Manual Payment, but they will not be able to Print Check on a Manual Payment until that Payment is Approved.  Granting an Accounting Clerk the Pay AP Invoice Security Role will allow them to Approve and Print Check on a Manual Payment.  Restaurant Managers without the Pay AP Invoice Security Role will not be able to create (or Print Check) a Manual Payment.

Once the AP Payment has been completed, hover over Action and select Print Check to generate the check

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Clicking Print Check will generate a PDF of the check that will be saved to your default download location and can then be opened, and printed using your browser or system dialog.
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Following the generation of the PDF, Restaurant365 will open an additional prompt where the user will need to select an option to specify the results of the check printing:
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  • Yes: Printed on the printer correctly – this action completes the AP Payment, closes the prompt, and marks the invoice as paid (applies the payment)
  • No: Reprint Now – this action will regenerate the PDF to be printed again
  • No: Reprint Later – this action closes the prompt, leaving the approved payment un-applied and un-printed

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4.  Create a Bank Expense from the Banking menu (non-AP Transactions) – Withdrawal

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For non AP transactions, a check can be printed by creating a Bank Withdrawal on the Banking Menu.

To create a Withdrawal, hover over Banking and click on Withdrawal.  Doing so will open a new tab where a Bank Expense (Withdrawal) can be entered.  Accounting Clerks without the Pay AP Invoice Security Role, will be able to create a Bank Expense (Withdrawal), but they will not be able to Print Check on a Manual Payment until that Bank Expense (Withdrawal) is Approved.  Restaurant Managers do not have access to the Banking menu in the top ribbon and therefore cannot create a Bank Expense (Withdrawal).

Upon completion of all the required fields, hover over Action and select Print Check to generate the check

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Clicking Print Check will generate a PDF of the check that will be saved to your default download location and can then be opened, and printed using your browser or system dialog.

check-print-action-pay-bill-pdf-chrome

Following the generation of the PDF, Restaurant365 will open an additional prompt where the user will need to select an option to specify the results of the check printing:

check-print-post-pdf-prompt

  • Yes: Printed on the printer correctly – this action completes the Bank Expense (Withdrawal), closes the prompt, and marks the invoice as paid (applies the payment)
  • No: Reprint Now – this action will regenerate the PDF to be printed again
  • No: Reprint Later – this action closes the prompt, leaving the Bank Expense (Withdrawal) un-applied and un-printed

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Print Check with Signature

Restaurant365 allows users with the Security Role of Print Check Signature to print checks with a signature.  For more information on printing checks with signature, see the Bank Account Record and Check Signatures training articles

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