Load Checks/Vouchers (Print or Email)

Access this form using Activities>Payroll>Print/Email Checks and Vouchers>OK button. It is only available with the Payroll module; it is not available for Payroll Link users.

This form is preceded by the Print/Email Checks and Vouchers form. Depending on if you are printing checks and/or emailing vouchers, the appropriate Load form displays after you click the OK button on the Print/Email Checks and Vouchers form.

Use this form to specify the Check Number/Voucher Number, select a Format (continuous or laser), set up printer information, print employee payroll checks and vouchers, and email employee payroll vouchers.

The system prints all of the checks and vouchers selected for "Print Only" or "Print and Email" before it begins processing the vouchers for "Email Only."

 

Check/Voucher Number: Enter the check number to use for the first actual check. You can set the Last Used Check Number for General Ledger type cash accounts using the Maintain>Payroll>Chart of Accounts Codes form. When a payroll uses that cash account, the system automatically displays the next check number for that account, regardless of the form the check is being generated from.

Format: Select the type of form that matches the printer: either laser or continuous forms.

Cash Account: The system displays the cash account for which you are printing checks. This default was set up by the Administrator using the Organization>Set Up Modules>Payroll form.

Accrual Account: The system displays the accrued expense payable account for which you are printing checks. This default was set up by the Administrator using the Organization>Set Up Modules>Payroll form.

Print Alignment: Click this button to properly align forms before beginning the print process.

OK: For Print, click this button to print the checks and/or vouchers. After the checks have printed, the system asks if they printed correctly. If you click No, the Select Unprinted or Damaged Checks/Vouchers form displays. You can then select the checks that need to be reprinted. Note that if you are printing both checks and vouchers, the checks will print first and if everything prints correctly, the vouchers print next; so that you can exchange the pre-printed check stock in the printer.

For Email, click this button to begin the process. Click Finish to display the Email Preview form to view vouchers by Voucher Number, Employee ID, or Employeee Name. (Double-click on the row to open the attachement.

Note: Note that if vouchers are both printed and emailed, the system automatically applies the Print Laser Format to the emailed vouchers.