It can be surprising how even the simplest of processes varies from company to company. For example, check processing varies by schedule, selection of invoices to pay and degree of exceptions/manual intervention that is required. Dynamics GP attempts to address these process variances by providing a number of different check processing approaches.
For example, if you select invoices to pay based on standard parameters like due date and/or customer class, you can use “Select Payables Checks” (Select “Transactions,” then “Purchasing,” then “Select Checks”).
This window allows you to build a check batch based on defined parameters. Insert the parameters into the restrictions box, then click “Build Batch” to create the check batch.
If you like to pick and choose the invoices you pay based on non-standard parameters, you can use “Edit Payables Check Batch” (Select “Transactions,” then “Purchasing,” then “Edit Check Batch”).
You can use this window to start a check batch or make changes to an existing batch. All vendors with open balances are displayed in the left column, and the corresponding open invoices for the selected vendor are displayed on the right. Mark the vendors you wish to pay on the left, and then mark the invoices to pay for that vendor on the right to create or edit your check batch.
If you want to enter each check individually for control over the payment amounts and information, you can use “Edit Payables Check” (Select “Transactions,” then “Purchasing,” then “Edit Checks”).
You can use this window to start a new check batch or edit checks created using either of the windows discussed previously. This window is valuable in that you can enter each check and have control over its details, including:
- Adding a comment
- Including an additional unapplied (e.g., a deposit not associated with an invoice) amount
- Controlling documents that appear on the check stub (using the “Check Stub” button, you can view the document that will appear on the check stub and, in some cases, choose to hide a document)
- Modifying the apply amounts to partial pay an invoice, using the “Apply” button
You can pick the window that meets your needs, or you can use a combination of multiple windows to create and edit your check batch to meet your requirements.
If you need assistance in determining the best approach for your organization, please contact the BKD support center at 877.253.7778 or gpsupport@bkd.com.
Hi Christina,
We are having an issue with using the Select Checks module. For certain vendors, when we include them in our query and hit “Build a Batch” their invoices are not being included in the check batch. When we print the batch and reconcile the checks to invoices, we pick up which checks did not print. Obviously some fall out from human input error (i.e. wrong date, etc). Those ones we can fix. However, there are others that simply won’t pull, and we can only add them to a batch by using the “Edit Check Batch” window, and manually selecting invoices to add to the batch. We’ve tried tinkering with the Vendor’s card and setting them up exactly as other vendors that are printing, and this did not resolve the problem. Any help would be appreciated. Thanks!
Hi Pete-
It is hard to say why those particular records aren’t being included without looking at is, as you suggest those sorts of things are generally due to user error in terms of ranges specified in the select checks window but there can also be table level corruption or some other factor contributing to them not being pulled. Would you happen to have an example in terms of a screenshot of the select checks window before the checks were built, and then an example of an invoice that was not included? If not, I would be curious to take a look the next time it happens. You can email me directly at cphillips@bkd.com and I’d be happy to take a look to satisfy my own curiosity as to what it is causing it