AP Check Approval Process

Related Documents

Paying Checks on Delivery

AP Check Batches/Printing AP Checks

Summary

This guide outlines the necessary setup, permissions, and workflow for approving and printing AP checks in the system. It includes steps for enabling approval settings, assigning operator permissions, approving check batches, and ensuring printed checks meet standards.

1. Operator Permissions

Permission to View Invoices

1. Go to Setup / Operator Permissions / By Operator.

2. Select the operator, then the Locations tab. Operators must have permission to the Financial Location the Invoice is posted to. 

3. Select the  A/P Vendor Class tab. Enable the vendor classes that relate to the invoice vendor(s) Operators should be allowed to access.

Permission to Create Check Records

1. Go to Setup / Operator Permissions / By Operator.

2. Select the operator, then the Banks tab.

3. Enable the green check icon under "A/P Pmts" to allow check creation.

Permission to Approve/Print Check Records

* Permission settings outlined in the Permission to View Invoices section must also be enabled. 

• Option 1: Create Only (No Printing)

  • Select "Limit Amount To" and enter

• Option 2: Create and Approve Up to a Limit

  • Select "Limit Amount To" and enter a dollar amount (e.g., $500.00).

  • The operator can approve/print checks up to this amount.

• Option 3: Full Approval

  • Select "Allow Maximum Amount".

  • The operator can approve/print checks of any amount.

  • Note: If an operator has permission to approve a check, they automatically have permission to print it

  • 

2. Requiring Dual Approval

To require two approvals before printing:

• Go to Setup / Accounting / Banking/Cash / Bank Accounts and select the Bank.

• On the Check Printing tab, set "Dual Approve Threshold" to 1.

• 

3. Queue Checks for Approval

You can queue checks for approval in two ways:

• Method 1:

  • Create the AP Invoice and check the "Pay it Now" option.
    (See: Paying Checks on Delivery)

• Method 2:

  • Create AP Invoices, then generate a check batch.
    (See: AP Check Batches / Printing AP Checks)

If the operator does not have approval permissions:

• The check will appear as not approved.

• Indicators:

  • Unchecked box under the "Apv" column.

  • Blank "Apv By 1" field.

• Attempting to print unapproved checks will trigger a warning message.

4. Approving Checks to Print

1. Navigate to Accounting / View AP Payments / AP Check Batches.

2. Check the "Needs Approved" box to filter check batches needing approval.

1. Double-click the desired batch.

2. Approve checks individually by clicking under the "Approve" column.

Tip: Use the "Approve All" button (bottom-left) to approve the entire batch.

• The approving operator’s name will appear under "Approve by 1".

5. Printing Approved Checks

1. Enter your password at the bottom of the screen.

2. Click the Print icon.

If any checks remain unapproved, a warning will display

• Click Yes to proceed (only approved checks will print).

• Select the correct check printer and click OK.

Check Quality Confirmation

• Review printed checks for accuracy.

• Pay special attention to the MICR line:

  • Must use correct MICR font.

  • Must be evenly spaced within the white area.

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

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