AP Check Report


This report produces the AP Checks used to pay your vendors.


This function is optional, since manual checks can be used instead and recorded in the AP Journal. It must be run after the AP Date to Pay function has been run to confirm the check amounts and specify any partial payments to be made or discounts to be taken. Verify that your check stock is loaded in the printer and that the correct printer is selected before proceeding.

After you complete the fields and click the Go button, the system will ask you to confirm that the checks printed correctly. After you click Yes, the system will then display the Check Print Checklist. At this point, you can decide whether to post the transaction, void the transaction, or reuse the check.

Validation prevents the user from closing the Checklist by clicking the Windows Red X, abandoning the check run. If the user clicks the Red X, he will be informed that "This process cannot be canceled."  After clearing the message box by clicking Ok, the user must then choose to Post, Reuse or Void the checks, and then click Go.

AP Processing in a Multi-User Environment
Previous releases allowed you to change the Vendor invoice number when the check report was open - but the user had not confirmed / posted the run. If you then ran checks again, a check for the 'new' invoice # would appear. To prevent this problem, validations have been added to prevent records that are ‘in use’ by Print AP Check from being changed. The AP Check run skips any records already in use.  Records not already in use that qualify for the check run are then marked to prevent other users from using them.  When the check printing process terminates, the in-use condition is cleared for all relevant invoices.

The following functions are also sensitive to the in-use condition:

- Select Invoices for Payment (Start Vendor Date to Pay List) skips in-use Vendor Invoices

- The AP Journal viewer denies changes to transactions that reference in-use Vendor Invoices.

- The Vendor Invoice viewer denies changes to transactions that reference in-use Vendor Invoices.

- Start AP Payment Approved List skips any records already in use.

- Start PWP Approved List skips any records already in use.

During the login process, an attempt is made to clean up the in-use Vendor Invoices in the event a previous SAMPRO session terminated abnormally.

Registry Entries:

Registry Entry AP Checks

Registry AFT AP (Canadian)

Report Description:

AP Checks will be printed on an 8.5" x 11" form with dual stubs at the top and bottom. Up to 23 lines of invoice detail will appear on the stubs: if 23 lines are exceeded, a summary will be printed. Print the AP Check Detail Report to provide the Vendor with detail information for all detail lines.

The Vendor Remit To address in the PO, if completed, overrides Vendor Remit To address in the Vendor record.

If EFT/AFT checks are included in the print run, the actual printing of the EFT check is automatically skipped to avoid wasting physical checks on EFT/AFT transactions. See EFT/AFT Overview for details.

Important Fields: Range Screen

GL Entity Id:
If your company departmentalizes or uses profit centers for Vendor checks, enter the appropriate GL Entity to be credited or double-click on this field to select from a list of Id's. Note that the system uses the combination of GL Entity and GL Account Number when determining the check number sequences; a specific GL Account might have checks 1,2 and 3 for GL Entity 1, checks 1,2,3 and 4 for GL Entity 2, and so on. Therefore, depending upon how your company data is set up, you would most likely always specify a GL Entity, or never specify a GL Entity.

GL Account Id:
(Required.) The bank (cash) account on which these checks are drawn. When you enter the GL Entity (if used) and GL Account Id's, the system will automatically default the next sequential check number (the last number that you used for this GL Account/Entity combination plus 1).

Foreign Currency Processing:
If multinational currency is implemented on your system, checks for foreign vendors will be shown in the foreign currency and must be drawn on an account that is maintained in these funds. If you attempt to print a batch of checks for foreign and local Vendors (where local currency and foreign currency are mixed), the system will display the following message: "Checks contain mixed currencies, Unable to continue with check printing."

Check Date
(Required.) The date as it will appear on the check(s). Press the Spacebar to enter today's date, or double-click to display the calendar viewer.

Check Number:
The number of the first check to be printed for this range. If a gap exists between the last check printed for this GL Account Id/ Entity Id and the Check Number that you fill in (e.g., you fill in 150, and the last check printed was 144), the system will alert you that no checks may be issued in the future for numbers within the gap (e.g., 145-149, in addition to the checks that you actually print). Similarly, the system will alert you if the check number that you entered has already been used.

Accounting Period Id:
The default Accounting Period will be entered. This field may be changed by the user if needed (enter the Id of an active accounting period or double-click on this field to select from a list.) The check date must fall within the effective dates of this accounting period. This field is required.

Print by Branch
If you flag this field, the AP Checks will be sorted by their Branch Id (if branches are implemented on your system).

Start Date:  End Date:
These fields are required. Enter the Starting and Ending Next Pay Date (as specified on the AP Date to Pay List) that you wish to issue checks for. Recall that the date that will appear on the checks themselves is specified in the Check Date field described above. To specify only one Next Pay Date, enter the same date in both the Start Date and End date fields.

Vendors with Net-Zero Balances: Print Checks
This option enables you to print net-zero dollar checks (to clear applied credit memos). To enable this option, double-click on this check box (or press Spacebar when the caret is on it).

Vendor Id:
If you only wish to print a check for a specific Vendor, enter the Vendor Id. Several Vendors may be listed by entering their Id's separated by commas (Acme,Megahome,Zorro). A range of Vendors can be defined by the first and last items of the range separated by an underscore (Megahome_Zorro). Double-click on this field to select from a list of Id's.

Invoice No:
This range allows the user to print a check for a single vendor's invoice (or list of invoices) even though other invoices for the same vendor have the same Date to Pay.

Branch Id:
If you enter a Branch Id in this range field (or double-click on this range to select from a list of branches), only AP checks for this Branch will be include in the check run. Note that several branches may be specified by separating their Id's with commas.

EFT Trx #:
This display-only field lists the next EFT transaction number available for the GL Account / GL Entity combination. When direct deposit is implemented, an auto-generated EFT Transaction # will be used as an identifying number for these EFT’s. When the checks have been printed, a message will appear indicating that EFT Transactions were processed. The EFT’s will appear on the Post/Void checklist.

An audit report (REFTCHCKDTL.rpt) will then be launched, filtered to the EFT transactions just posted. This report may be run stand-alone to review previous transactions.

Check Print:  All Checks - Physical Checks - EFT Checks
This field may be used to separate EFT and Physical Checks. The All Checks option prints both Physical and EFT checks.  Select Physical Checks to only print live checks, or  EFT Checks to live the run to EFT's.

Power-User Reporting Tip:
You may also use the comparison operators >,<, = and ! in your report ranges to control the information output to your report. Click Comparison Operators for details.

Important Buttons

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