Use this program to obtain a report of all regular, manual, noninvoice and void check information or electronic payment information since the last Check Register was updated.
After you print a list of open AP invoices in the system, the Payment Register program gives you the option to update all necessary files in FACTS.
The Check Register update posts to the bank’s GL account number and to update the bank balance and writes all checks to the bank transaction file, SMTRNH with a status of "C" for complete. Duplicate checks are also written to the bank transaction file.
This register is an audit trail of all check disbursements or voids and should be printed, checked and updated each time you print regular checks. You can also print it after field of manual, noninvoice or void checks.
If by chance you do not print the register directly after manual, noninvoice or void checks have been entered, the information appears on the next register with regular checks.
The register draws information from five programs - Check Print, Manual Check Entry, Noninvoice Check Entry Void Check Entry, and EFT Submission.
Plain paper vouchers print only for the checks or EFT submissions that are currently being printed. A second check run without first posting already printed checks will not produce vouchers for checks from both check runs.
When a void check transaction is updated, the Check Register Update uses information in the APCKMV file to find the proper bank transaction record to void. If the transaction number is blank, then FACTS adds the void check record.
You have the option to:
Register information includes the following: check number, check date, check amount, vendor number and name. Information about each document paid by the check includes document number, entry date, due date, payment amount, discount taken and memo.
The register prints total for regular checks, manual and void checks and register.
The register recap prints the beginning AP balance, payments, discounts and ending AP balance.
The total number of regular, manual and void checks listed is also included.
This register also outputs a general ledger distribution if you set the GL distribution flag AP Static Control F/M to allow it.
As the register updates, FACTS writes each check or electronic payment record and the detail of invoices being paid to the check history files.
Technical Notes: As APTRAN records are being created , records are created in APCHKH for each check encountered and in APCHKL for each invoice paid. The period of the check register is written into APCHKH for check history removal purposes. The APCHKL status will be “O” for all records created.
Unform Archiving
The AP Check Register can archive information to Unform. The program prints 2 documents: the Register and the GL Distribution. These two documents are linked in Unform Archive. It is possible for the user to print a register and not print an associated GL Distribution.
On the register, the system prints the following in the print stream to indicate that a GL distribution should be expected: GL Distribution=true. If a GL Distribution should not be expected, we will print: GL Distribution=false
The Unform document type CheckReg for both documents, but the document ID differs by appending "-GL" to the register number for the GL Distribution. Only the last copy of a specific register # is be kept on file.
When a register is reprinted, and it is overwriting an existing archive of that same register #, the system updates the title of the associated GL Distribution to indicate that it is no longer valid.
The Bank Code prints on the first page of the register. Combining it with the check number, gives a link to Document Code APCK.
EFT Payment Batches
Note that EFT Payment Batches must be accepted by the bank before they will run through the register program. There may not be any users in EFT Payment Batch Status program when another user tries to run the Payment Register.
When the user selects OK to run the register, the program checks to determine if there are any electronic payment batches that have been created but not yet accepted by the selected bank and displays an entry window detailing these batches. The browser information includes, the Batch, Type, Date batch was created, Time batch was created, User who created batch, and the Batch Amount. You can select Proceed to continue without updating these open batches or Cancel to cancel the register run and return to the menu.
The electronic payments print in a separate section on the AP Payment Register report and are grouped by batch. For each EFT payment batch, the batch status information prints first. This shows the user and date for when the batch was created and accepted. Then the payments and invoice information prints. If a payment was combined with others in the payment batch file, the combined payment number will also print. Payment numbers that were rejected in EFT Approval also print in this section. Rejected batches also print the batch status information, showing the user and date for when the batch was created and rejected. At the end of the section, there is a total of all electronic payments.
Access this program by choosing Accounts Payable-->Checks-->Payment Register.
1. Date
Enter the check register date. The date entered must be in the current or the next GL period and not prior to the current AP period. Press Enter (CR) to default to the system date.
2. Bank
Enter the bank for which checks are to print. The entry must be a valid bank.
.3. Regular checks
Choose whether or not you want to print information regarding regular checks (checks generated through the Check Print program). The program defaults to unselected if there are no regular checks to print. However if the program cannot find manual and void checks to print, it defaults to selected.
4. Manual and void checks
Choose whether or not you want to print information regarding manual and void checks. Press Enter (CR) to default to unselected if there are no manual or void checks to print. However, if there are no regular checks to print, it defaults to selected.
The Check Register prints by reading through the regular check file and the manual and void check file. Information about each check prints as the general ledger distribution file is built.
For users printing the GL distribution, the following field is displayed:
5a. Check register. OK to print GL distribution?
After printing the Check Register, verify the printout. If there is a correction to be made, select Cancel to exit the program. After the correction is made, run the register again. If everything is correct, select OK to continue. The program then prints the GL distribution. Once the GL distribution prints, this message appears.
Check GL distribution. OK to update?
After printing the GL distribution, verify the printout. If everything is correct, select OK to continue. The program proceeds with the update. If there is a correction to be made, select Cancel to exit the program. After the correction is made, the entire register process begins again.
For users not printing the GL distribution, the following field is displayed:
5b. Check register. OK to update?
After printing the Check Register, verify the printout. If there is a correction to be made, select Cancel to exit the program. After the correction is made, run the register again. If everything is correct, select OK to continue so the program can proceed with the update.
Viewing reports on screen (using the viewer)