The sundry cheque print routine provides a facility to generate payments via computer-printed cheques where there is not a dedicated supplier account set up. One or more Purchase Ledger accounts can be established with an account type of C determining that the account code is used for miscellaneous supplier invoices where the volume does not warrant the set-up of a specific Purchase Ledger account.
The option transfers into a separate remittance run those transactions on any Purchase Ledger account flagged as a C account type and any other invoices where the status has been amended to a C within the Edit document status routine.
Note: A system parameter determines whether the whole of the payee's name can be changed or only extra characters can be appended.
To print sundry cheques:
From the Autoline Master menu select the Purchase Ledger option and the Company you require.
The PURCHASE LEDGER menu is displayed.
Select the Remittances & cheques option.
The REMITTANCES AND CHEQUES menu is displayed.
Select the Print sundry cheques option.
The Print Sundry Cheques form is displayed.
When the Print sundry cheques option is selected from the REMITTANCES AND CHEQUES menu, a form similar to the one used in the Print remittances routine is presented, and you are prompted to enter the following data:
Cheque date: The input in this field determines the date of the cheques to be printed. This is not the effective posting date to the Purchase and Nominal Ledgers. That date is entered after the cheques have been printed.
Days to next run: The input here is added to the previously entered data and used to determine which invoices are presented for payment. The number of days entered will be added to the cheque date to determine the cut-off point to be used for selecting items due for payment. If the due date is later than the cheque date plus the number of days entered here, the invoice is shown on the subsequent listing, but the default payment status is set to blank and the default payment amount to zero.
VAT group: Only sundry supplier accounts in one VAT group can be paid during any one sundry cheque print run. This field accepts the VAT group that is to be included in this run. Select the required VAT group from the drop-down menu
.
Currency: Only sundry supplier accounts of one currency can be paid during any one sundry cheque print run. This field accepts the currency code that is to be included in this run. Select the required currency code from the drop-down menu
Revalue documents: The answer to this check box determines whether or not foreign currency invoices are re-valued to the current rate held in the currency exchange rates table at the point of payment, and any profit or loss posted to the exchange rate differences control account held in the foreign currency table, if that rate is different to the current rate held on the invoice transaction. Leaving the check box blank indicates No, while a tick indicates Yes.
Maximum payment: The input here sets a maximum value for a single invoice that may be selected for payment. If the value of a single invoice exceeds this amount, it is shown on the subsequent invoice listing, but the default payment status is set to blank and the default payment amount to zero.
Maximum run total: The input here sets a maximum value for the entire payment run and therefore controls how many invoices are selected for payment. Any invoices due for payment that exceed this amount are shown on the subsequent invoice listing, but the default payment status is set to blank and the default payment amount to zero.
RADIO BUTTONS:
Specify Range of accounts: The value entered here can determine three methods of account selection. It can either be a case of selecting accounts in a range (from and to)if the Specify range of Accounts radio button is selected, and the relevant accounts are selected by using the
button.
List of Accounts to include: This will enable an Inclusion and Exclusion list button beneath the radio buttons, and by clicking this you are prompted to enter a list of accounts to be included [when progressing to the next form, and only accounts entered in that list are considered for payment.
List of Accounts to exclude: You are prompted to enter a list of accounts to be excluded [when progressing to the next form], and similarly, only accounts entered in that list are excluded from consideration for payment.
When the selection criteria has been entered, (use the Ellipsis button
BUTTONS:
When the Allocations button is clicked on the main selection form, the following buttons are available:
Allocate: Click this button to set the payment status to X for all the displayed transactions.
Close: Returns you to the previous form, from where you can choose Print to start the cheque printing process.
Help: Displays help on the current application using the default browser.
Search: Allows you to search in more detail (for example, by account, reference, etc.) if there are lots of sundry cheques selected.
OTHER BUTTONS:
The following buttons are also used in Cash Posting, and are discussed in more detail in that topic:
Settle, Part-pay, Reset, Write-off, Discount, View, Cheque are available after you have used the Allocations button.
Assuming that one or more cheques are eventually selected for printing via the Print option, you are offered a menu providing the options to Align by way of printing a dummy cheque to ensure that all the fields are printing in the correct boxes (this routine can be executed as many times as is necessary), Print after the correct alignment is determined, or Cancel to quit the entire payment proposal. The Cancel command is not double prompted so, if selected, it is activated immediately. If you right clicks in the grid, there is a prompt to reset the currently selected document, or the entire selected run.
Assuming that the Print option is run eventually, the cheques are output to the currently selected printer. The layout of the cheques is controlled by a format stationery, the code for which is held in the system parameter Sundry cheque format. A Reprint option is available after the run has been completed, but unlike the full remittances procedure, this is limited to a complete reprint only. When the printing has been completed, the Edit-final-details option allows you to specify (subject to permissions) the Nominal Ledger codes for any discounts taken, write-off adjustments posted, currency profit/loss (if the Revalue option was used on foreign currency invoices), the bank account from which the cash will be withdrawn, and any VAT adjustment as result of the above values (if the parameter is set accordingly).
You are then prompted for the NL (Nominal Ledger) posting date and the number of the first valid cheque printed. This number is allocated to the first payment made, and incremented for each subsequent payment. Once again, the system warns if there is any gap between this first cheque number and the last cheque number printed by a previous payment run.
A subsequent menu allows you to Post to both the open items in the Purchase Ledger and the associated transactions to the Nominal Ledgers, or Cancel to quit the sundry cheque print routine even at this stage.
Note: The availability of the Cancel option is controlled by a system parameter which determines your priority at which this option is available. If displayed, it is double prompted to avoid accidental selection and requires a second menu confirmation.
Assuming that the Post option is selected, a subsequent menu offers the option Print payment list or Skip payment list.
Note: The availability of the Skip payment list option is controlled by a system parameter which determines the priority at which this option is available.
Assuming that the Print payment list option is selected, the system produces a report listing for each cheque the account code and account name, the currency code, the original document date and number, the payee's name, the cheque number, the payment value and any discount taken. At the foot of the report, the number of records accessed and printed are detailed and any missing cheques, as reported on the screen earlier, are also documented. A further menu offers the opportunity to Reprint payment list or Continue to the Daybook print menu.
This next menu offers the operator the options to Print-daybook and update the associated files immediately, or Exit-without-printing-daybook and leave the process until the next Print daybooks (or Print all daybooks) routine is run. Assuming that the Print-daybook option is selected, a final menu provides the opportunity to Continue and return back to the REMITTANCES AND CHEQUES menu, or Reprint-daybook(s) should the need arise.
