Under the Auto Checks tab there are two additional tabs labeled Status/Approval and Auto Checks

Status/Approval

Under the Status/Approval tab you will find a list of the unpaid vouchers that you entered previously in the AP Invoice Entry screen.  

If you do not see a particular voucher that you want to pay simply try adjusting the Due Date CutOff field to expand or limit your list view.  

Be sure the appropriate payables account is selected in the Account # field.

You can control your view by choosing a sorting option that suits you.  These are found above the Voucher list. You can sort by Vendor #, Name, Invoice #, or Due Date.  

You will need to Authorize which vouchers are to be paid.  Notice the 2 buttons at the top, None and All.  If you would like to Authorize everything in the entire list, click the All button.  This will select every voucher.  If you decide you do not want all of them, click the None button.  This will deselect them.  

If you want to select a particular voucher from the list highlight the line item then click Authorize.  You can also select multiple line items by using your mouse click and drag function then click the Authorize button when they are all highlighted.  The “Authorize” button is located under the Authorize tab on the right side of the screen.  This will move the selected vouchers from the voucher list on the left over to the Authorize tab on the right.  Vouchers showing in the Authorize tab indicate they have been approved for payment.  NOTE:  When you select only one voucher and click Authorize you will receive an additional small window during that procedure to identify where or not you want to pay the full amount.  If you wish to pay a lesser amount you have an opportunity to enter that value in the field provided.  When you select multiple vouchers at a time and click Authorize you will not get that small window.      

To unauthorize, use the same procedure as above except starting in the Authorize section and clicking the “Unauthorize” button.  This will move the selected vouchers from the Authorize tab back over to the voucher list on the left.  

You can also put vouchers on hold.  Behind the Authorize tab you will find another tab labeled Hold.  When you select the Hold tab, you’ll notice the “Authorize” and “Unauthorize” buttons now say “Hold” and “Unhold”.  Use the same process to highlight vouchers and click the “Hold” button to move them to the Hold tab.  And to move them back of course you would select them then click the “Unhold” button.

The Hold tab can be used to simply remove an invoice temporarily from the voucher list and Hold it until a future date.  Then the voucher can be placed back into the voucher list to be paid when necessary.      

Above the Authorized list notice it shows the total amount of the items you have authorized.  

 

Auto Checks

When all vouchers have been Authorized and you are ready to cut checks, you will click on the Auto Checks tab. 

You will first see Build Checks.  First enter the Cash Account # that you would like to reduce for this check run.  Then, if you are taking discounts, enter the Account # that you would like your discount amount to go to.  Next, if you would like the system to take discounts, click on the “Discounts” button.  Then click “Build Checks” to build your check run.     

Now you will see another section appear.  

Print Checks

Enter Beginning Check # for this check run.  After you have ensured the printer is loaded with your checks, click “Print Checks”.

 

After checks have been printed, load printer with plain paper.  Click “Additional Remits”.  This will give you additional disbursement detail that would not fit on the check, if any.  

If you find there is a problem with your check run after printing you still have the option of clicking the Undo Build Checks button.  However if you move on to the step of posting your check run that option is no longer available.  

If your check run is satisfactory, Post the checks to the GL by clicking “Post”.

This will officially post the check run to the GL.

 

Did you have a problem with your check but already posted it to the GL?  

Check numbering sequence is wrong:

Option 1:  Re-run checks by starting with new check # sequence.  After posting your check run, void misprints by using the “Void Misprints” button.     

Option 2:  If your check run had only a few checks that were off, then post the check run, then use Void Checks.  Using this option will reverse the cash and check entry and put the payable back into the status/approval window.  Then you can authorize it in another check run or do a hand-typed check.  

         

How to: Clear $0 Vouchers

To clear your $0 vouchers.  Authorize the $0 voucher with another voucher for the same vendor and when the check is posted to the GL it will move that $0 voucher to history.  

Another option is to go into the AP Inquiry window.  Under the File menu select the option to Roll Current to History.  This will take any items that are showing in Current and that balance to $0 and move them to History.  

Check # - Enter the check # that is to be voided.  Softbase will populate the corresponding information.  

Click the Void Check button. This will reverse the check through the cash account and put the associated vouchers back into the Status/Approval tab.  The reversal effective date is the date of the check unless the month end Cut-Off Date in Company setup is greater than the check date.  If this happens the system will put the effective date one day greater than the month end cut-off date in Company setup.

All payments must first begin as a voucher.  You cannot use the Manual Payments tab without first entering the payment through AP Invoice Entry.            

Hand Typed Checks

Enter a vendor # or click the Search button to search for vendor account.  Once a valid Vendor account has been entered, a list of any unpaid vouchers for that vendor will display in the section on the right side of the screen.  

Enter the check # that was used to pay the vouchers.  Select the appropriate cash account that is to be reduced by this payment.  

The Effective Date will default to the current date.  Change the date if necessary.  

Highlight the invoices that were paid using the manual check.  A total check amount of what was highlighted will be displayed.  

Approved Amount, if you want to indicate a different amount that was paid enter that amount in the Approved Amount field and click the green check button.    

If all information is correct click the post button to post the payment to the GL