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About
When your institution receives bills, your accounting department may create a voucher in Campus Cafe, indicating an accounts payable. When you are ready to pay these vouchers, run the accounts payment processing process.
Prerequisites
Check formatting configured.
Vendors created.
Vouchers (accounts payable entry) created and posted.
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Go to Accounting > A/P Payment Processing.
Click Select vouchers for payment.
Select vouchers to pay. Click a column header to sort vouchers, such as sorting by due date.
Click Edit Selected to choose the payment method.
Add voucher to payment batch: Puts the selected voucher(s) in the payment batch.
Add Voucher to payment batch as separate check: If multiple vouchers exist for this vendor, choose this option to produce a separate check for this specific voucher rather than include this payment with other payments for the vendor in a single payment. If a vendor is setup as an ACH vendor, you must select this option if you want a paper check generated instead.
Add voucher to payment batch as ACH: Choose this option if payment will be made using Automated Clearing House (ACH) instead of a check. You may select this option even if the vendor isn’t noted in vendor setup to receive ACH payments.
Remove voucher from payment selection batch: Takes the voucher out of the payment batch so it won’t be paid.
Click Update.
Click Complete Voucher Selection.
Print checks
Go to Accounting > A/P Payment Processing.
Click Print checks and generate ACH file.
Select a Check Book and click XXX
Enter a First Check Number and click Assign
To view checks, click Print Checks. To download a list of ACH payments, click Download ACH File.
ACH
Vouchers are flagged for ACH when selected for payment.
Using option ‘Add voucher to payment batch’, the voucher will be marked as ACH if the vendor is flagged as ACH vendor.
Using option ‘Add voucher to payment batch as ACH’, the voucher is coded for ACH even if the vendor is not flagged as ACH vendor.
Using option ‘Add voucher to payment batch as separate check’, the voucher is coded as separate check. This is the only way to select an ACH vendor for a check payment.
ACH disbursement account
ACH disbursement account comes from table GLCOMP fields CASH_DISB_SITE_ACH, CASH_DISB_FUND_ACH, CASH_DISB_FUNC_ACH, CASH_DISB_CC_ACH, and CASH_DISB_GL_ACH. There is no way for users to update this account currently. It must be added via SQL. I believe the GLCOMP Maintenance program is still only available through the client. If this account has no value, the default disbursement account is used.
View Selected Vouchers for Payment
This option lets you view the vouchers that are selected for payment.
Print Checks and generate ACH file.
If using an alternate check book, choose that checkbook from the dropdown. Otherwise enter the first check to print and assign check numbers.
Check Printing
Once you have assigned the check numbers you can then print the checks.
Check Alignment MSPARMS
Note: All line and position numbers allow negative decimal values. For example, the following is a valid value: -1.5
APCHECK-1-1: Not used
APCHECK-1-2: THIS IS THE LINE THE CHECK NUMBER WILL PRINT.
Option 1: The line number from the top margin this item should start printing
Example: 6
Default Value: 3
Option 2: Line from top margin | position from left
Example: 6|30
APCHECK-1-3: THIS IS THE LINE CHECK DATE & AMOUNT APPEAR.
Option 1: The line number from the top margin this item should start printing
Example: 6
Default Value: 7
Option 2: spelled out amount line | spelled out amount position | date line | date position | numeric amount line | numeric amount position
Example: 9|3|7|30|10|55
If using option 2, ALL 6 values must be supplied
APCHECK-1-4: THIS IS THE LINE PAYEE NAME AND ADDRESS APPEAR.
Option 1: The line number from the top margin this item should start printing
Example: 6
Default Value: 11
Option 2: Line from top margin | position from left
Example: 6|30
APCHECK-1-5: LEFT MARGIN ON PDF CHECK
The number of places for margin
Example: 5
Default Value: 2
APCHECK-1-6: This is the line the 1st detail voucher list will print
The line number from the top margin this item should start printing
Example: 6
Default Value: 3
APCHECK-1-7: This is the line the 2nd detail voucher list will print
The line number from the top margin this item should start printing
Example: 6
Default Value: 3
APCHECK-2-1: Not used
APCHECK-2-2: Not used
Reprint Checks
If
an error occurs and the checks need to be reprinted this option can be
used to reprint the entire check run. If checks were destroyed this
screen is also used to reassign check numbers. In the previous example
checks 1234603-1234605 were printed. If the printer jammed and checks
1234604 and 1234605 were ruined, they can be reassigned to the next
available check and be reprinted. In the From Check Number enter the
first check number to be reprinted. In the To Check Number enter the
last check number to be reprinted. In the First Check Number, enter the
check numbers to start the reprinting to. Then click Reprint and
Void Check Range. Checks 1234604 and 1234605 will be voided in the
system. The checks will be reassigned to check 1234606 and 1234607 and
these checks will appear to be printed.
Update check register and end payment processing cycle
Click Process to create the payment records, and create the outstanding checks. The Last Register allows you to view the last payment process check cycles register. Once you Process, the last register information will be updated to the check cycle just processed. To see the check register, click on View Check Register.
Void check and reverse payment
From menu option Accounting>Outstanding Checks, find your check. Click the orange check number link in the list of outstanding checks.
To void the check but return the voucher to open payables to allow selection for payment again, the "Reverse Voucher Expenses' must not be selected. Click the ‘Void Check’ button to void the check and reverse payment. Click Void Check again to confirm the void. All vouchers paid by this check will now be available for payment selection again. Student Refunds require voucher expenses to be reversed.
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Reprint checks
Select Reprint Checks if an error occurs and you need to reprint. If there is no reassignment of check numbers and all checks need to be reprinted select Print All Checks.
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There are 3 options for the partial reprint and reassignment of check numbers.
Option A - For example, you do not put enough checks in the printer prior to printing checks 209 and 210 print out on blank paper. Key in the check number 209 in the First Check Number to Print and click partial reprint. This will not reassign check numbers but reprint from the check number entered in the first check number to print.
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Option B - For example, if your printer jams and you need to reprint the checks from a specific check number to the end. If you have 5 checks 205-210 and the printer jams on 208 and this check is destroyed but the check paper for check 209 is still good. You can select option B and reprint and reassign check numbers starting with From Check Number 208. Since the check 209 is still available, your First Check Number to Print is 209. Once Partial Reprint is selected, check 208 will be reassigned 209, 209 will now be 210 and check 210 will now be assigned 211.
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Option C - For example, you’re printing checks 205-210. The the printer jams on 208 and 209, but prints check 210 correctly. You can then enter a range of checks to reprint and reassign with From Check Number 208 and To Check Number 209. Since check 210 printed properly the First Check Number to Print would be 211. Upon clicking on Partial Reprint, check 208 will print on check 211 and check 209 will print on check 212.
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Update check register
This transfers the payment information to the accounting module.
Go to Accounting > A/P Payment Processing.
Click Update check register and end payment processing cycle.
Click Process.
A check registrar report opens in a new tab as a PDF. Ensure your browser allows new windows.