Innovative247 Service Request Manager

Dashboard

AP Check Register

Program #: 1836

Module: Accounting

Overview

Use AP Check Register (program #1836) to view, print, void, and reconcile checks that have been created from AP Open Vouchers (program #1837). To view checks, you must first perform a search in which you select specific parameters to narrow your results.

The Check Register

The following graphic shows the Check Register with information displayed.

Field Descriptions

The following table describes the fields used in the search parameters pane of the Check Register.

Field	Description
Bank	You may search for checks by bank. (This menu originates from program #1736.)
Vendor ID	You may search for check by vendor ID. (This menu originates from program #1758.)
Check #	You may search for a specific check number.
Paid Dates
Date - From (No label)	You may search for checks within a range of pay dates; select the beginning pay date of the range.
Date - To (No label)	You may search for checks within a range of pay dates; select the ending pay date of the range.
Check Amounts
Amount - From (No label)	You may search for checks that have a range of dollar amounts; type the beginning dollar amount of the range.
Amount - To (No label)	You may search for checks that have a range of dollar amounts; type the ending dollar amount of the range.
Status:
Posted	Enter a check mark in this box to include in the search all checks with a status of Posted.
Printed	Enter a check mark in this box to include in the search all checks that have been printed.
Voided	Enter check mark in this box to include in the search all checks that have been voided.
Manual	Enter a check mark in this box to include in the search all checks that have been entered manually.
Show Reconciled	Enter a check mark in this box to include in the search all reconciled checks.

Column Descriptions

The following table describes the columns used in the results pane of the Check Register.

Column	Description
Bank	Identifies the bank associated with the selected check.
Vendor Type	Identifies the type of vendor associated with the selected check.
Vendor	Identifies the vendor associated with the selected check.
Paid Date	The date the selected check was paid.
Paid Amount	The amount of the selected check.
Check Number	The number of the selected check.
Posted	If this column displays an X, the selected check has posted.
Printed	If this column displays an X, the selected check has been printed.
Voided	If this column displays an X, the selected check has been voided.
Manual	If this column displays an X, the selected check has been entered manually.
Reconciled	If this column displays an X, the selected check has been reconciled.

Searching for Checks

Use the following steps to search for checks:

1. In AP Check Register, select your search parameters.

2. Choose Search.

w SBN displays the search results in the lower pane of the window.

Using Common Functions

See the reference document Common Functions in SBN for more information.

Zooming into the Sublevel

The sublevel of the AP Check Register window contains three tabs that display additional information about each check:

The Check Details Tab
The Vouchers Tab
The AP Closed Voucher Details Tab

The Check Details Tab

Use the Check Details tab to view specific information on the selected check. You can change or add a check memo from this tab.

The following graphic shows the Check Details tab with information displayed.

Field Descriptions - Check Details

The following table describes the fields used in the Check Details tab.

Field	Description
Bank	ID of the bank on which the check was drawn.
Check #	Check number.
Batch #	The number of the batch that contained this check.
Amount	Total dollar amount of the check.
Standard	Standard vendor ID, if the check is issued to a vendor.
Employee	Employee ID, if the check is issued to an employee.
Temp Vend	Flag to identify the vendor as Temporary. and SBN-assigned ID for that vendor.
Temp Vendor ID (No label)	SBN-assigned ID for the temporary vendor.
Agency	Agency ID, if the check is issued to an agency.
Account	Billing account number, if the check is issued to a customer.
Vendor Text	Name in which the check was issued.
Check Memo	Text information about the check.
Reconciled
Abbreviation	Code that indicates if the check was reconciled: l X - the amount reconciled was the same as the amount issued l + - the amount reconciled was greater than the amount issued l - - the amount reconciled was less than the amount issued
Amount	Amount reported by the bank on the statement.
Date	Date check was reconciled.
User	ID of the user who reconciled this check.
Void Date	Date the check was voided.
Void User	ID of the user who voided the check.
Abbreviation	Current status of the check.

Changing the Check Memo

In this tab you may only change text in the Check Memo field. Choose Change Check Memo to open this field for changes.

The Vouchers Tab

Use the Vouchers tab to view any vouchers attached to the check. If the tab displays multiple vouchers, you can double-click the lines for which you want to view details and then select the AP Closed Voucher Details tab. The following graphic shows the Vouchers tab with information displayed.

Column Descriptions - Vouchers

The following table describes the columns used in the Vouchers tab.

Column	Description
Voucher Number	SBN-assigned voucher number created in AP Open Vouchers (program #1837).
Vendor Type	Vendor type for this check. Types can be displayed as l VND - vendor l EMP - employee l TMP - temporary vendor l ACC - billing account l AGN - agency
Vendor	Vendor ID. Can be l Standard Vendor ID l Temporary Vendor ID l Customer ID l Employee ID l Agency ID
Branch	Branch charged with the expense.
Due Date	Date the voucher was due.
Invoice Amount	Total amount of the voucher.

The AP Closed Voucher Details Tab

The AP Closed Voucher Details tab displays all information from the voucher used to create the check. The following graphic shows the AP Closed Voucher Details tab with information displayed.

Field Descriptions - AP Closed Voucher Details

The following table describes the fields used in the AP Closed Voucher Details tab.

Field	Description
Voucher Number	SBN-assigned number for the selected voucher.
Abbreviation	Current status of the selected voucher.
Description	Text description of the selected voucher.
Invoice No.	Vendor invoice number for the selected voucher.
Branch	Branch responsible for the expense of the selected voucher.
Inv Date	Invoice date of the vendor invoice attached to the selected voucher.
Payment Type	Payment type used for this voucher.
Ref/PO No	The reference or purchase order number attached to the selected voucher.
Duplicate Vouchers Exist	An X indicates that is another voucher for the same reference or purchase order number.
Standard	Vendor number for a standard vendor, if a standard vendor is attached to the voucher.
Employee	Employee number for the voucher if an employee is attached to the voucher.
Temp Vend	SBN-assigned temporary vendor number if a temporary vendor is attached to the voucher.
Agency	Agency number for the voucher if attached to the voucher.
Account	Customer billing account number if attached to the voucher.
Vendor Text	Name of the selected vendor.
Payment Terms	Payment terms for the selected voucher.
Due Date	Date the voucher is due.
Partial Flag	A check mark indicates that the selected voucher only covers a portion of the total amount due.
Invoiced Amount	Amount invoiced on the vendor invoice.
Tax Amount	Tax amount from the vendor invoice.
Freight Amount	Freight amount from the vendor invoice.
Discount Amount	Discount taken on the selected invoice, if applicable.
Bank Name	Bank ID for the bank where the voucher was paid from.
Check #	Check number that paid the selected voucher.
Paid Date	Date of the check that paid the selected voucher.
GL Credit Account	GL credit account number for the selected voucher, if applicable.
GL Debit Account	GL debit account number for the selected voucher, if applicable.
Created BY	ID of the user who created the AP voucher.
on	Date the voucher was created.
Changed By	ID of the user who last changed the AP voucher.
on	Date the voucher was last changed.
Posted By	ID of the user who posted the AP voucher.
on	Date the voucher was posted.
Recurring Code	Recurring code used to create the voucher, if applicable.

Jumping to the Purchase Order

From this tab you can jump to the associated purchase order. Choose Get Purchase Order.

Accessing AP Print Checks

From this program you may choose Print to access AP Print Checks (report #2111) to print a selected check or a range of checks. When you choose Print, the AP Print Checks report defaults with the selected check information.

Voiding Checks

Use the following steps to void a check:

1. In AP Check Register, search for checks.

2. From the search results, select the check you want to void.

3. Choose Void Check.

w SBN asks you to confirm that you want to void the check.

4. Choose Yes.

Reconciling Checks

You can reconcile checks with the bank statement from the AP Check Register.

Use the following steps to reconcile checks:

1. In AP Check Register, search for checks.

2. From the search results, select the check you want to reconcile.

3. Choose Reconcile Check.

w The Reconcile Check dialog box opens.

4. Type the amount cleared on the statement, and choose Save.

w SBN enters the date and user ID.

5. Choose Save.

Button Functions

The following table displays the buttons, describes the shortcut keys, actions, and functionality.

Button	Name	Shortcut Key	Action	Description
	Search	shift+f5	1836/ 2	Search for checks.
	Get Record	alt+f1	1836/ 1	View details of selected record.
	Zoom in/out of sublevel	f10	1836/10	Access Check Details, Vouchers, and AP Closed Voucher Details tabs.
	Clear Search Screen	f4	1836/ 3	Clear search screen.
	Print Check	ctrl+f8	1836/ 4	Access AP Print Checks (report #2111) to print a selected check or a range of checks.
	Void Check	f8	1836/ 5	Void a check.
	Reconcile Check	f9	1836/ 6	Reconcile checks with bank statement.
	Previous Record	f4		Go to previous record.
	Next Record	f5		Go to next record.
	Change Check Memo	shift+f4	1836/12	Change check memo.
	Temporary Vendor	shift+f2	1836/30	View temporary vendor information.
	Get Purchase Order	shift+f3	1836/31	Jump to associated purchase order.