Printing Checks without a Batch / Possible-?

We have open payable documents. Now we want to print a check and apply to
those documents. Is there way to do this without creating a batch for the
Check -?

I know you can print the check on the fly from the Purchasing -> Transaction
window.  But we have posted the Transactions and now we want to print the
checks but we do not want to create a batch every time.  Or maybe there is a
better practice-?

Thank you
H

Hi Harry,Processing check using Select Check process requires you to create

Hi Harry,

Processing check using Select Check process requires you to create a
Computer Check batch for building the payments to be for open invoices based
on the criteria you specified.  This is designed as such.  However, you can
always record a macro for creating Computer Check batch to expedite this
process (play the macro to create the batch) which you can use in the Select
Check process.

Hope this helps!

Cheers,

Dennis Araullo
Microsoft Certified Technology Specialist GP,CRM,AX
MCITP Installation and Configuration AX 2009
MCITP Database Administrator SQL 2008
Citrix Certified Enterprise Administrator

Hi Harry,Processing check using Select Check process requires you to create

Hi Harry,

Processing check using Select Check process requires you to create a
Computer Check batch for building the payments to be applied for open
invoices based on the criteria you specified.  This is designed as such.
However, you can always record a macro for creating Computer Check batch to
expedite this process (play the macro to create the batch later) which you
can use in a new Select Check process, assuming you completely process and
posted the first batch (as it carry the same batch number).

Hope this helps!

Cheers,

Dennis Araullo
Microsoft Certified Technology Specialist GP,CRM,AX
MCITP Installation and Configuration AX 2009
MCITP Database Administrator SQL 2008
Citrix Certified Enterprise Administrator


--
Dennis Araullo
Microsoft Certified Technology Specialist GP,CRM,AX
MCITP Installation and Configuration AX 2009
MCITP Database Administrator SQL 2008
Citrix Certified Enterprise Administrator

Harry,You must create a check batch to print a payables check on GP.

Harry,

You must create a check batch to print a payables check on GP.  The
'check-on-the-fly' is the only exception to this, but as you know, that is
only an option when the vendor invoice is not posted yet and many companies
we work do not like their users to use the check-on-the-fly functionality
because the resulting payment transaction does not end up with any GL
distributions.

There are 2 quick ways to print checks when only need one or a few:
1. Go to Transactions > Purchasing > Edit  Check, type in a new batch ID and
hit tab, choose Add, fill in the date and checkbook ID, click Save, and keep
going with entering your check.  Once done, click Print Checks.
2. (Starting with GP 9.0): Go to Transactions > Purchasing > Edit Check
Batch, type a batch name, click Tab, choose Add, fill in the date and
checkbook ID, click Save, then pick the vendors and invoices you want to pay
in the scrolling lists.  Once done, click Print Checks.

All in all, we are talking a few click and keystrokes to create a batch.

--
Victoria Yudin
Dynamics GP MVP
Want to use Crystal Reports with GP?
http://www.flex-solutions.com/gpreports.html
blog: http://www.victoriayudin.com

Victoria,????

Victoria,

???? ...many companies we work do not like their users to use the
check-on-the-fly functionality because the resulting payment transaction
does not end up with any GL distributions...

How is this possible? What am I missing here? Can you actually have an
AP transaction without any distributions and get it to post?

LyleU

Lyle,With a check-on-the-fly , even though you are entering one transaction,

Lyle,

With a check-on-the-fly , even though you are entering one transaction, GP
actually creates 2 transactions.  In a typical scenario, an invoice and a
payment. The GL distributions will all be on the invoice, for example,
you will have a debit to an expense account and a credit to cash.  The payment
transaction will actually have no distributions associated with it.  Try it
in a test company...post an invoice with a check on the fly and drill down
on the individual transactions to look at their distributions.

While this is fine sometimes, this is not ok if:
a) the payment should be in a different period than the invoice
b) you are doing any kind of reporting that needs to have the check number
associated with a GL transaction

b) is not often as issue, especially if using GP's Bank Rec module
a) can be a big issue and for that reason I typically do not recommend using
checks-on-the-fly unless all 4 dates involved will be in the same accounting
period (the 4 dates being invoice doc date, invoice GL date, payment doc
date, payment GL date)

Most companies have a process around cutting checks anyway and it is more
efficient to batch checks rather than print them one at a time, so most
companies we work with do not use the check-on-the-fly functionality.

Just to be clear - I do not think the functionality is not working properly
or has an issue.  All I am saying that it may not work for all circumstances
and all companies and that before using it companies need to be aware of the
implications.

--
Victoria Yudin
Dynamics GP MVP
Want to use Crystal Reports with GP?
http://www.flex-solutions.com/gpreports.html
blog: http://www.victoriayudin.com

"many companies we work do not like their users to use the

functionality because the resulting payment transaction does not end up with
any GL distributions.."

My apologies, but that is not entirely accurate. This is an actual
configuration option in the Company Setup options. Go to MSDGP >> Tools >>
Setup >> Company >> Company, click the Options button, then check "Separate
Payment Distributions".

Best regards,
--
MG.-
Mariano Gomez, MIS, MCP, PMP
Maximum Global Business, LLC
http://www.maximumglobalbusiness.com
The Dynamics GP Blogster at http://dynamicsgpblogster.blogspot.com

Mariano,Geez, I wish I had not missed a word in that sentence everyone

Mariano,

Geez, I wish I had not missed a word in that sentence everyone keeps
quoting...  :-)

Thanks for reminding me about this setup option.  I completely forgot about
it, probably because in my past testing it did not address this issue the
way we all hoped it would.  I just tested it again with GP 10.0 in case
something changed and I am still of the opinion that it does not address the
issues.

With this option checked instead of 2 GL distribution lines on the invoice,
I get 4:
Account          Type          Dr          Cr
Expense         PURCH     100         0
AP                   PAY           0        100
AP                   PAY           100        0
Cash               CASH          0        100

The payment still has no distributions.  And, due to this, the originating
document for all the GL transaction lines is the invoice.  Tested on GP 10.0
SP 4.

Even if this worked as it sounded it would, it would have only addressed one
of my concerns - having the GL distributions on the payment.  It still would
not address the different dates issue.  Here is an example of the date
issue:

Invoice Date: 1/15/2010 (actual date of invoice)
GL Posting Date: 2/1/2010 (because this is for a February expense)
Check Date: 1/18/2010 (actual date of check)

There is nowhere in a check-on-the-fly scenario to enter a payment GL
posting date.  So when it posts, it will have a 1/18/2010 doc date and a
2/1/2010 GL posting date.  Which is not the desired result and can cause an
issue reconciling cash to the GL.

--
Victoria Yudin
Dynamics GP MVP
Want to use Crystal Reports with GP?
http://www.flex-solutions.com/gpreports.html
blog: http://www.victoriayudin.com

Hi Mariano,Thank you for the reply.

Hi Mariano,

Thank you for the reply. So I will make sure the Separate Payment
Distributions option is turned on. And I checked and I saw four Accounts for
Payables Transaction Entry distribution now.
But now I want to know if we need to go back and make any necessary changes
/adjustments to our previous entries for "check-on-the-fly" print.
We are left in the Dark. So does this mean the system was not setup
correctly-?
Are missing anything in the GL_?

Thank you
H

And that is the correct distribution.

And that is the correct distribution.

The problem is with checks on the fly, the payment document ends up without
the latter part.

Best regards,
--
MG.-
Mariano Gomez, MIS, MCP, PMP
Maximum Global Business, LLC
http://www.maximumglobalbusiness.com
The Dynamics GP Blogster at http://dynamicsgpblogster.blogspot.com