Multi-Property Check/EFT Run

If you are operating in a multi-property environment you have two options available for producing computer checks:

1) Print Checks for all properties together. Vendors supplying more than one property will have one check issued. See Technical Note: “Setting Up the Transfer To/From Process in A/P” for more details. This will be useful for those Management Companies that has the main company pay invoices on behalf of some properties.

2) Print Checks for each property separately. Vendors supplying more than one property will have multiple checks issued. Each property has its own check stock, so only one property’s checks can be printed in any one check run.

1) Parameter Settings – File Maintenance > Parameters

The field that sets your choice of options is found labeled ‘Checks by Property’. For Option 1, this field is set to ‘No’. For Option 2, this field is set to ‘Yes’. This field is only accessible through ‘Initial Setup’ or ‘Recovery Processing’. Data Plus Support must be contacted in order for this field to be modified. The Parameters Screen is shown below:

Another important field setting in Parameters that affects a Check Run is ‘Cash Requirements by Property’. If this field is set to ‘Yes’ the system will sort the Cash Requirements report first by Property and then Vendor. If the field is set to ‘No’, the report is order by Vendor Alpha. This field is also accessible on the Cash Requirements screen, and will default to the setting in Parameters, but it may be modified prior to running the report.

2) Running a Computer Check Run – Checks/EFT > Computer Check Run

Once you’re in the Computer Checks screen, select the Cash Requirements button.

If you are printing checks using Option 1, the Cash Requirement screen will appear as shown below:

If you are printing checks using Option 2, the Cash Requirement screen will appear as shown below:

Foreign Currency Code (available in databases using Foreign Currency)

If this check is to be in a foreign currency, enter the foreign currency code in this field.

Check/EFT Date and Pay Invoices Due Before

These fields provide the system with a window to decide which invoices to select for payment, based on their due date. In other words, if the invoice due date falls before the Pay Invoices Due Before Date, it is selected. If the invoice due date is equal to or greater than the following check printing date, the invoice is NOT selected for payment.

Check/EFT Date

This field indicates the date to be printed on the check or the date by which the EFT transaction is to be recognized. It also determines which discounts are to be taken, based on a comparison of the discount date to the check date.

Pay Invoices Due Before

This field is used to determine which outstanding invoices are to be paid in this check/EFT run. Invoices with a payment date less than the date entered here is selected for payment.

Post Month/Year

The Current Calendar Month/Year from the Parameter file is displayed in this field. If you want this check run posted to a different fiscal period, change this field. Example: You have not closed A/P for July 2000, but you are running checks that are to be posted to August 2000. Change this field from the default of 7/2000 to 8/2000.)

Informational Only?

If you enter ‘No’, this process selects and updates invoices to pay that have a due date less than the Following Check Printing Date. This is the usual entry for the initial selection of invoices.

Scenario: You want to run a report that shows you all invoices on file that are ‘due’ for payment. Run a Cash Requirements Report and set the Informational Only? Flag to Yes. This report shows the invoices that would be flagged for payment. This report can be run as many times as necessary. Once Informational Only? is set to No and the report is run, payment flags can be changed only via the Pay Status Edit function.

Order by Property (This field is displayed only for Option 1)

Enter ‘Yes’ if the Cash Requirements Report should sort and total by Property.

Properties to Select?(This field is displayed only for Option 2)

If you wish to run the cash requirement report for all properties enter ‘All’, OR to select individual properties enter ‘Some’.

If you are in a Multi-Property database and chose to select ‘Some’ properties the following screen will appear, with available properties to select:

Highlight the Property ID’s you wish to include in this check run and press Enter. An asterisk will appear next to those properties you choose to include.

Please Note: Only properties that currently to do not have a check run in progress will appear on this selection screen.

TA Commission Run?

Answer YES or NO as to whether this is a Travel Agent Commission run. If this is a TA Commission run, only TA invoices will be selected for payment.

Cash Account by Property? (This field is only displayed for Option 2)

If set to no, this allows the user to pay invoices for more than one property. If set to yes, only one property’s invoices can be paid for in this run.

Maximum Check Amount

This field displays the maximum check amount from the Parameter file. You may not change this field. A check is not created for any vendor whose invoices total an amount greater than what is entered here. If you need to change the maximum check amount, you must contact Data Plus. Press the Enter key to proceed to the next field.

Report Detail Options:

Show All Invoices

This will create a cash requirements report that includes all open invoices. This option shows all invoices that are to be included in this check run, as well as invoices that are on hold or not yet due for payment.

Show Only Invoices Due

This will create a cash requirements report only for the invoices that are selected for payment and fall within the check/EFT date and Pay Invoices Due Before.

Select Invoice Sort option:

Sort by Invoice Number

Selecting this option will sort all invoices listed on the Cash Requirements report by invoice number.

Sort by Invoice Date

Selecting this option will sort all invoices listed on the Cash Requirements report by invoice date.

Sort by Invoice Due Date

Selecting this option sorts all invoices listed on the cash requirements report by invoice due date.

Press the F2 key to continue. A message screens will appear to reiterate what process will take place. If you choose ‘Informational Only?’ = No, the following message will appear.

If you choose ‘Informational Only?’= Yes, the message displayed is:

NOTE: If a check run is already in progress, you are not allowed to run the Cash Requirements Report for anything other than Informational Only? = Yes. The message ‘Check run already in progress, Informational Only must be yes’ is displayed on the bottom of your screen. This is to prevent you from accidentally starting a second check run prior to completing the one currently open.

Sample Cash Requirements Report

From this point on, the check run process is the same for both Option 1 and 2.

3) Pay Status Edit (Optional)

If there are changes to be made to the vendors/invoices selected on the 'Cash Requirements Report', this is your next step. If the 'Cash Requirements Report' does not require any changes, go to Step 3: Checks/EFT Creation.

The Pay Status Edit screen includes three sections: Information entered in the 'Cash Requirements' in the top left corner, 'Filter Options' in the top right corner, and a browse section on the bottom that shows all the invoices available for editing.

Information from the 'Cash Requirements' will only show if the 'Cash Requirements Report' was run before running 'Pay Status Edit'. Using the information, the system selects which invoices to show in the browse below.

Filter Options.

Property ID: (Multi Property only) This field is only available if this is a multi property database. Enter the property ID to show only the invoices for a particular property. Search is available for this field.

Vendor: Enter the vendor number to show only the invoices for a particular vendor. Search is available for this field.

Invoice To Match: Enter up to a 16-character keyword to show only the invoices that match any part of the keyword. Example: If a "2" was entered into the field, the system would find any invoice number that had a "2" in it (e.g. 28040, 79289, 11902, 48-238)

Once information is entered into the appropriate Filter field, press the "Filter" button to show the results.

To show all the invoices again after filtering, press the "Refresh" button.

The Browse section allows you to either edit each individual invoice or all invoices for a particular vendor.

Use the mouse or the arrow keys to highlight the invoice to be edited. Press <Enter> or double click the invoice to start editing. A screen similar to the following will appear:

The new screen allows you to edit the following fields.

Description: Edit the description that shows on the check stub for the invoice.

Separate Check?: Yes to print this invoice on a separate check stub, Or No to print this invoice on the original check stub.

Pay By: Enter the new pay date of this invoice, or leave as is to be included in this check run.

Pay Status: Choose the Pay Status for the invoice. Options include Normal, Hold, Take Discount, and Disputed.

Payment Flag: Choose 'Yes' to have a check created for this invoice in this check run. Choose 'No' not have a check created for this invoice in this check run.

If 'Pay Status’ was set to Hold or Disputed, the 'Payment Flag' must be set to 'No'.

*Note: If the Payment Flag was moved from No to Yes, then the Pay Date must be changed to a date before the Pay Invoices Before Date setup in the Cash Requirements. If the Payment Flag was changed from Yes to No, the Pay Date must be changed to on or after the Pay Invoices Before Date entered in the Cash Requirements.

FC Code: Edit the Foreign Currency code that this invoice should be paid in.

DR Liability: This field allows for partial payments. Edit the amount to be paid for this invoice. If the amount is changed, a warning appears after pay status edit is finished letting you know a partial payment is being made.

Take Discount: Edit the discount to be applied to the invoice. If Pay Status was set to T (Take Discount) the amount will show here as well.

Once all the information entered is correct, press <F2> to save and then press <F2> again to continue. Then the next invoice can be selected for editing.

To change the Pay Status and Payment flag for all invoices under a vendor, choose the button.

Vendor No: Enter in the vendor number to be edited. Search is available.

Pay Status: Choose the Pay Status for all the invoices under the vendor.

Payment Flag: Choose Yes or No for the Payment Flag for all the invoices under the vendor.

Pay Date: If you choose Yes to the above question the system will default this field to the current check date. If you choose No the system will default to the Next Check Date. You may enter any Pay Date, which is after the current pay date.

To reset the payment flag for all vendors on the Cash requirements list which then allows you to select the invoices that you wish to pay, select the Button.

The Following warning message will appear.

To change the pay flag on the invoices in the browse screen, choose the button.

If the invoice pay flag = No and you wish to change it to Yes select this button. This will change the pay flag to Yes and change the pay date to the current check date. If the invoice pay flag = Yes and you wish to change it to no, highlight the invoice and choose this button. This will change the pay flag to No and the pay date to the next check date.

With each invoice that you choose for payment a Cash Total will appear on the bottom right hand corner of the screen.

Once all changes are done in 'Pay Status Edit', press <Esc> to go back to the Computer Check/EFT Run Screen. Then you can go to the step 3 ‘Checks/EFT Creation’.

Note: The ‘Return To Pay Status Edit’ button can only be used if Checks/EFT are not printed or generated, or if checks are voided or deleted before posting the batch.

Step 4 – Checks Creation

If you have a Vendor to whom you are paying multiple invoices, you may receive the following message after selecting the Checks/EFT Creation button.

Select ‘NO’ if you would like the system to list the invoices on multiple check stubs. Please be aware that the system will VOID the checks whose check stubs were used, and will print the total for all invoices on the final check.

Select ‘YES’ if you would like to set all checks for these vendors to print on a Remittance Detail report, instead of multiple check stubs. If you select ‘Yes,’ the following screen will appear where you can enter the Stub Message you would like to appear on the check stub.

Press F2 to continue.

For those users who do not require multiple checks stubs for a vendor, you will initially be met with the following screen.

Cash Account: Displays the cash account or TA cash account set up in the Parameters file and can be changed.

Bank: Displays the Bank Account associated with the Cash Account selected during Cash Requirements.

Payment Type: Enter ‘C’ for Checks, which will print physical checks. Or ‘E’ for Electronic Fund Transfer, which will create the file to be transferred to the bank instead of printing a physical check.

Note: Before running an EFT check run you must set up the vendor EFT Information in File Maintenance > Vendors page 2 of 2.

Press <F2> twice to continue and the following message will appear for you to verify the next starting check number (ONLY if you have enabled the Automatic Check Numbering, otherwise you will continue to the next screen to enter the check number in manually). Enter ‘Yes’ if the number is correct.

If the number displayed is not correct, select ‘No’ and the following screen will appear where you may enter in the correct check/eft number.

The information on this screen displays previous entries made in the 'Cash Requirements' step for the following fields: Check Date/EFT (this field can be changed), "Pay Invoices Due Before", "Post Month/Year" and "Maximum Check/EFT Amount". The additional fields displayed are:

Starting Check/EFT No: Enter the first check number from the check stock that will be used for this check run. Or enter the first EFT number to be used.

Create Checks As Held: Do you want the system to print checks and store them as “Held”? Then as checks are mailed out you will need to mark them as “Released”.

"Description": A brief description of 'Checks Creation' or ‘EFT File Creation’ is displayed in this field. You may change this description if you wish.

"Batch ID": If you have the Parameters file set to automatically assign 'Batch IDs', then this field is automatically assigned with the next sequential number. If not, enter the 'Batch ID' you want associated with these checks.

“Check/EFT Date”: This date will print on the check or will be included in the EFT file.

After entering all of the above information, press <F2>. The system redisplays the information for your verification. If there are no changes, press <F2> again. You then get the 'Report Options' screen. If you selected specific vendors on the 'Cash Requirement Report', you must do the same selection here. If not, press <R> to 'Run Output Procedure'.

Although you are given a 'Report Options' screen, a 'Checks/EFT Creation' report only prints if there are any problems encountered. If you receive a printed report, do not proceed. Call Data Plus Support and have the report available. Remember that a report does NOT print if this procedure is successful.

NOTE: 'Checks/EFT Creation' should not be run again in this process until this batch has finished posting. If you try to run 'Checks/EFT Creation' and this step has already been run the following message will appear "Cancel - Computer Checks are already in progress. Press <Space Bar> to continue." This brings you back to the menu. Go into 'Batch Status – More Info' to determine where the system is in the Check/EFT process. The "Batch ID", "Current Status" and "Type" of check run are displayed. If you are not sure why you are at this point in the check run, call Data Plus Support before proceeding any further.

5) Run the Edit List

After selecting this item from the menu, the 'Current Batch Status' is displayed, as shown below:

This status must read "Checks/EFT Created" in order for the report to be generated. The 'Edit List' prints all vendors and their invoices that have been selected for this check run. It is easier to correct problems before printing checks, than later in the process.

If mistakes are found on the edit list and a new a new check run needs to be started from pay status edit then “Return to Pay Status Edit” can be used to re-start the entire check run from the beginning. This will reset the batch status to “no batch in progress”, and a new check run can be created that will have the same invoices selected for payment and the same total cash required.

If mistakes are found on the edit list and the checks need to be renumbered or voided then refer to the tech note “AP Computer Check Recovery Procedures”.

Step 6 – Print Checks

This step creates the print file for your checks or creates a transferable EFT file. Your system's configuration determines the exact steps needed to print the actual checks or create the EFT file.

For Users Printing on Check Stock or Blank Laser Check Users:

After selecting ‘Print Checks/EFT’ press ‘Space Bar to Continue’.

To print physical checks, at the report option screen select ‘Print to Printer’. Then press ‘Run’.

For EFT Users:

To create the Electronic File Transfer, after selecting ‘Print Checks/EFT’ press ‘Space Bar to Continue’. You will see the following screen:

Verify that the above information is correct and press <F2>. You will then get a message “Processing Ready to Begin”. Answer Yes to continue, and select ‘Run’ at the Remittance Detail report option screen. This will automatically print the remittance details for the EFT run. Remittance Details must be printed for EFT.

If there are any problems with the checks after they have been printed, do not proceed. Refer to the "Computer Checks/EFT Recovery" procedure or call Data Plus Support.

Step 7 – Approve Checks/EFT

Prior to selecting the Approve Checks button, the "Batch ID" and the current status of the batch must read "Checks/EFT Created", as shown below:

Upon selecting Approve Checks/EFT, the following screen will appear:

If the checks printed correctly, you may now proceed with the approval of the batch.

Leave the displayed value of "Checks OK" set to "Yes" and press <F2> to continue. Once the checks have been approved, you are returned to the 'Computer Checks' menu.

Although you are given a 'Report Options' screen a report only prints if there are errors

encountered. If you do receive a report, print it out and do not proceed. Call Data Plus Support and have the report available. Remember: a report will not print if this is successful.

If the checks did not print properly, enter ‘No’ and press <F2> to continue. The following screen will appear:

Select the desired function, press F2 continue. Reassign check numbers as appropriate. For further assistance in ‘Computer Check/EFT Run Recovery Procedures Tech Note’, or contact Data Plus Support.

Step 8 – Print the Check Register

Once the checks have been approved, select the Register button. The check register will print a list of all the checks printed in this check run. A sample Check Register is shown below:

Step 9 – Remittance Detail

This function prints a remittance detail for any vendors whose checks did not print with check stub detail. You will be required to print the Remittance Detail for those vendors prior to the “Post checks/EFT’ step. You also have the option to print the Remittance Detail for ALL checks. Upon making this selection, the following screen will appear:

Choose the option for the vendors for whom you wish to print a remittance detail.

1. Print remittance detail for vendors whose checks printed without check stub detail.

2. Print remittance detail for ALL checks.

Once selection is made, press F2 to print the Remittance Detail.

Step 10 – Post Checks/EFT

Once the Check Register and/or Remittance Detail have been printed, the batch is ready to be posted. If you take this step before the register is printed, the system displays the message: "Cancel – Checks/EFT not ready to post". Print the 'Check Register' and then retry this step.

This step will complete the Computer Check/EFT Run. It produces the 'Checks/EFT Journal, which should be printed, and posts the Checks/EFT. Once posting is complete, the batch status screen will read ‘No batch in progress’.

If you have further questions, please visit our website www.dphs.com OR contact Data Plus Support.