AP Check Approval Process

Viewing Invoices and Printing Approved Checks

To view an invoice from the AP Invoices screen, the operator needs permission to the Financial Location at the bottom of the Invoice and the AP vendor class of the invoice vendor 

To view/print an approved check from the A/P Payments screen, the operator needs permission to the AP vendor class and the Bank Account. The location permissions do not matter. 

Approval Setup

To turn on the check approval feature, open Setup / Company / Preferences / Accounting tab and check the box for "Use A/P Check Approval"

Permission to Create Check Records

Open Setup / Operator Permissions / By Operator. Select the operator and then the Banks tab.

Set up Operator with permission to create check records by activating the green check icon under "A/P Pmts".

Permission to Approve/Print Check Records:

Note: If you have permission to Approve a check for print then you have permission to Print a check   

    Option 1: Give permission to create check records but not print any checks that have not been approved.

                     -Select the radio button next to "Limit Amount To and key "0".

    Option 2: Give permission to create check records and limit permission to print to a certain amount

                     -Select the radio button next to "Limit Amount To and key the maximum amount, ie. $500.00. This operator would be able to print any checks less than or equal to $500.00 

    Option 3: Give permission to approve/print checks of any amount

                     -Select the radio button next to "Allow Maximum Amount" to give permission to approve (and so print) any amount on a check

Require that 2 People Approve Checks Before Printing

If you want require that 2 people approve a check, change "Dual Approve Threshold" from 0 to 1

Queue Checks For Approval

1. Create the AP Invoice, make sure to check "Pay it Now" (see Paying Checks on Delivery)

-Or-

2. Create the AP Invoices. Then Create a AP Check Batch (see AP Check Batches/Printing AP Checks)

If the operator that created the check does not have permission to Approve, checks will show as not approved indicated by the unchecked box under the "Apv" column and the blank field under "Apv By 1".

You are not able to print checks that have not been approved. The following messages will pop up if you attempt to print checks that have not been approved:

Approve Checks to Print

To Approve checks for print, open Accounting / View AP Payments / AP Check Batches

Check the "Needs Approved" check box and it will filter all the check batches that need approved

Double-click the line of the batch you wish to approve and select which checks you want to approve by clicking the box under the Approve column

*You can also click the "Approve All" button in the bottom left corner of the screen if you wish to approve all checks in that batch*

Under the Approve by 1 column, the name of the Operator who approved the check will be displayed

Printing Approved Checks

At the bottom of the screen, key your password and click the print icon

Note: If you have one or more checks have not been approved, the following message will show:

If you selected Yes, the print screen will open. Select your check printer and click OK. All approved checks will print.

Double check your printed check to make sure everything printed correctly (pay close attention to the micr font line. It should use the correct micr font and be spaced evening in the white area at the bottom).

If the check is correct, mark the check as Printed by selecting Yes.

A record of the print date and user will show on the check line.