Print/Email Checks and Vouchers

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

Use this form to print checks for the selected processing group, pay date, and payroll type. Prior to using this form, there must be at least one processing group calculated (Activities>Payroll>Calculate Payroll), with one or more checks generated. We recommend that you do not attempt to send more than 50 Processing Groups through the Print Check process at one time. After completing the information on this form, click OK to display the Load Checks/Vouchers form.

During the printing process or after the email vouchers are sent, all payroll history files are updated, and the calculated payroll and regular/supplemental timesheets are deleted. Therefore, it is a good idea to make a backup of the organization data files (using File>Backup) before proceeding with the check printing process.

Troubleshooting

• When calculating Payroll with employees who have both Print and Email vouchers selected; if you print and then cancel out of the Email Preview form, the system will update the payroll history files, delete the calculated payroll and regular/supplemental timesheets, and create an ACH file, however the email vouchers will not be available to send as attachments to the employees.
• You should communicate to your employees who elect to receive payroll vouchers via email, that if they have never received any voucher emails from your organization to do the following:
  • Check to see if their email server is full or blocking your email address; this could cause them not to receive emails from you. This could be resolved by having your employees add your organization’s email address to their address book.
  • Ask that they check their mailbox regularly and ensure that your organization’s email address is not being marked as SPAM by their mail server. This could be resolved by having your employees check their spam filter folder and marking your emails as “not spam.” This will clear the way for future emails from your organization.
• You only have customized Process Templates and the system changed your Email option to Print.
  • If you do not set up a <Default> Process Template (Maintain>Payroll>Email Templates form) for Vouchers and later delete the customized process template being used on the Maintain>Payroll>Employee Information>Email Tab, the system will change your Email option to Print for every employee that used that customized process template on the Maintain>Employee Information>Email Tab.
• If you are unable to email the employee vouchers, check the following items:
  • Is the Direct Deposit module installed and set up? (As the Administrator, access Organization>Set Up Modules>Electronic Funds Transfer)
  • Is the Email Setup tab set up and Connected through Configuring SMTP? (As the Administrator, access Organization>Organization Information)
  • Is the Email Template for Process Type Voucher set up? Is the <Default> created? (Maintain>Payroll>Email Templates)
  • Is the Employee set up completely? (Maintain>Payroll>Employee Information)
    • Is the Direct Deposit check box selected on the Job and Pay Tab?
    • Is the Bank Information complete on the Direct Deposit Tab?
    • Is the Disable Pre-note check box selected on the Direct Deposit Tab?
    • Is the Email Voucher check box selected on the Email Tab?
    • Is there an email address on the Email Tab?
    • Is the correct Voucher Process Template selected?

 

Document Date: Enter the date to be printed on the check. This date must have the same year as the calculation. Consequently, you cannot calculate payroll for 12/31/15 and print checks with a date in the year 2016; the check date would also have to be in 2015.

Print Order: Select the order to print the checks or vouchers, either by Employee Class, Employee ID, Employee Last Name, or Processing Group. They print in the following order based on the selection made:

If you select…	The print order will be…
(No Selection)	Processing Group ascending, then Employee ID ascending
Employee Class	Class ascending
Employee ID	Employee ID ascending
Employee Last Name	Last Name ascending
Processing Group	Processing Group ascending

Print Pay Period Dates on Stub: Select this check box to print the pay period date range on the check stub or voucher.

Override Direct Deposit and Print Checks for All Employees: Select this check box to print checks for all employees. Checks will be printed for those employees that usually receive direct deposit. This feature is only available if the Direct Deposit module is installed.

Processing Groups Available Items, Selected Items: The Available Items list displays the processing group code, pay date, payroll type, and processing group title for all calculated payrolls. Select the processing group for which you want to print checks.