Chapter 14.14

Print/Clear Checks

14.14.1 Overview

This module allows users to print, reprint, clear and unclear checks as well as print a remittance reports.

14.14.2 Pay Bills

The Pay Bills option will allow you to select receivers to be paid from a scrollable window displaying all open receivers. This option allows users to select and pay bills (open receivers and accts payable vouchers in the receiver dbf file whose complete fields do not contain a "Y").

The accounts payable default screen shown below will allow you to set the range of open receivers and accounts payable vouchers to select from.

pc/MRP will then look for a file named lastclos.mem, which contains the month and year that pc/MRP was last closed. If pc/MRP cannot find this file or if the last close did not occur in the current year, pc/MRP will allow you to enter the balance in the checking account manually. If pc/MRP does find a good current close, it will use the ending balance of last month it was closed and calculate the current balance of the checking account using the checking transactions from the current month found in the accounting transaction file.

The scrollable window lists the account number, receiver number, PO number, vendor invoice number, date due, and amount due fields. Click on all receivers you wish to pay and print a check for. Once you have completed your collections, click on the ok button. pc/MRP will process the transactions by vendor. It will enter an E type transaction for each vendor's receivers. When it processes that vendor's final receiver, it will ask to print a check for that vendor. After the check has been printed, it will begin entering E type transactions for the next vendor. When all of the E type transactions have been entered for the second vendor, pc/MRP will ask to print out a check for the second vendor. This process will continue until all of the receivers have been processed and all of the checks have been printed.

14.14.3 Print Unprinted Checks

The Print Unprinted Checks option will allow you to print checks for accounting transactions that have been entered, but no check was ever printed. pc/MRP will give you the option of select "Pick from all open accounting transactions" or "Build your own list" of accounting transactions to print checks for. If you have a small transact.dbf file, and know the receiver numbers, it is faster to use the "Pick" option. If you have a large transact.dbf file and know the transaction numbers, it is faster to use the "Build" option. The "Pick" option will allow you to select from any transaction that has credited the checking account and whose check printed and cleared fields do not contain a "Y". The "Build" option will allow you to enter any transaction number, be careful to select only E (accounts payable expense) or P (cash purchase) type transactions. Both options will consolidate multiple transactions from the same vendor and automatically print out a single check for each vendor.

14.14.4 Print Old Check

The Print Old Checks option will allow you to reprint checks for accounting transactions that have already have already had a check printed out. Simply enter the check number you wish to be reprinted.

14.14.5 Clear Checking Transactions

The Clear Checks option will allow you to clear checks by the following methods:
(1) Picking from an uncleared transaction list. This option allows you to scroll and pick from all uncleared transactions (transactions whose cleared field does not equal "Y" and debits or credits the checking chart of account number). You must click on the lower left button to select debits or credits type transactions. If the transaction database file is large, you must allow quite a bit of time for it to set the filter to display only transactions that debit or credit the checking account.
(2) Manually enter transaction numbers containing checks you want to clear
(3) Clear all transactions for a date range
(4) Clear all transactions for a transaction number range

14.14.6 Unclear a Checking Transactions

The Unclear Checks option will allow you to clear a check for a specified transaction number.

14.14.7 Remittance Reports

The Print Remittance Report option will allow you to print a check remittance report for:
(1) A specified transaction number.
(2) A check number range
(3) A date range
(4) All checks for a checking account number
(5) For the last check run

14.14.8 Ordering Laser Checks

pc/MRP's check writing module allows the option of printing either dot matrix checks or laser checks. We do not recommend using the Windows version of pc/MRP to print out Dot Matrix checks

The check-writing module can be preset in the Configuration Menu to use or not use pre-printed check numbers.

Laser checks with your company's pre-printed address can be ordered through Rapid Forms (1-800-257-8354). When ordering checks specify:
(1) Company Address to be pre-printed
(2) Either pre-numbered checks or blank check numbers
(3) Check Number LM 102CG-1 (Stub, Check, Stub)

14.14.9 Ordering Check Envelopes

Compatible double window envelopes for either laser or Dot Matrix Checks can be ordered from Rapid Forms (1-800-257-8354). When ordering check envelopes specify: Check Envelope Number CHENV

14.14.10 Selecting a Printer for Checks

pc/MRP will automatically use the default printer to print checks. You must set the printer you wish to print checks with as your default printer. If you do wish to select a printer when printing a check, create a txt file named mltchk.umf with Notepad and place it in your pcmrpw directory.

14.14.11 Check Numbers

When entering a ‘PayBills’ E, P, or A type transaction, check numbers can only be entered and changed in the Print Check screen and not the Transaction screen. pc/MRP will display the next available check number in the Print Check screen. The user can change the check number. Please remember that pc/MRP will start the check number sequence based upon the last check number used.

When entering an E, P, or A type transaction, the check number will not be displayed.

When editing an E, P, or A type transaction, the check number will be displayed but NOT editable.

To reprint a check, use the “Reprint Check” option. You can use the original check number or a different check number. If you use a new check number, the original accounting transaction and receiver will contain the new check number. If the new check number is greater that the ‘next available check number’, pc/MRP will restart the check number sequence. If the new check number is less than the ‘next available check number’, pc/MRP will display a warning with an option to go back and change the check number or proceed.

pc/MRP versions 7.92G and higher do not allow more than one person to print checks at the same time.