here
 

Intacct Management & Use: Select to Pay & Check Printing

The NDH Group, Ltd.

April, 2011

 

Overview & Objective – The purpose of this I M & U is to demonstrate select to pay and check printing from the Accounts Payable Module.  These procedures are completed by the Staff Accountant.

 

 

Initial Navigation – To navigate to the Select to Pay / Print Checks Screen (from the Accounting Console):

  1. Go to the Applications dropdown (upper right hand corner)
  2. Select the Accounts Payable Module
  3. Once in the Accounts Payable Module go to the Activities dropdown (upper left hand corner)
  4. Select the Activity “Select to Pay” or “Print Checks”

 

 

Payment Selection – The title “Select Bills to Pay” should appear in the upper left hand corner.  Unless the User wants to filter on a vendor(s), click the “View” link in the upper right hand corner (presents all possible payments).  The title “Select to Pay” should appear in the upper left hand corner, entry as follows:

  • Pay Method – Choose the payment method to be used.  The selection should be “Check” if checks will be printed, or “Cash” if an auto-debit was made by the vendor(s) to the bank account.
  • Bank – Choose the applicable bank account that checks will be drawn from or the account that cash was already drawn on (in the case of an auto-debit made by vendor(s)).
  • Payment Request – If ALL invoices for a select vendor will be printed on a single check then choose “One per Vendor (per payment date)” radio button.  If each individual invoice for a select vendor will be printed on separate checks then choose “One per bill” radio button.
  • Set Payment Date To – If ALL payment selections will have the same date then input that date in the “Set Payment Date To” field.  If a date is not supplied in either this field or the “Payment Date (defaults to today)” field (see below), then today’s date will be used for all selections.

Note: It is imperative that if the “Cash” Pay Method is selected then the date of the bank auto-debit is         recorded in the “Payment Date (defaults to today)” field (see below).  This is true because it is unlikely            that bank auto-debit activity occurred the same day as the Intacct default date (I.E. today).

  • On Selected Bills – For each selected bill, choose the desired option to [Apply Credits], [Pay Full], [Clear Applied Credits], or [Clear Applied Payments]. For further information on applying credits see “I M & U: Applying Debit & Credit Memos.”

Note: It is imperative that if the “Cash” Pay Method is selected then the date of the bank auto-debit             is recorded in the “Set Payment Date to” field.  This is true because it is unlikely that bank auto-debit             activity occurred the same day as the Intacct default date (I.E. today).

 

ð  When all payment selections have been made click “Save” (upper right hand corner)

 

 

Check Printing – The title “Print Checks” should appear in the upper left hand corner, entry as follows:

  • Select to Print – To confirm the printing of any check mark the check-box “Select to Print”
  • Print Details – To include the line-item details on any printed check mark the check-box “Print Detailed Check Stub”
  • Check Memo – For any account #’s to be printed on the check enter them in the field “Check Memo”

 

ð  Once selections are made as above, load check stock into printer and click, “Print.”

 

  • Confirm Check(s) Printed Correctly – If the checks printed correctly then mark the check-box “Select to Confirm/Void,” and click the [Confirm] button (middle of the screen).
  • Void Check(s) Not Printed Correctly – If the checks did not print correctly then mark the check-box “Select to Confirm/Void,” and click the [Void] button (middle-right of the screen).

 

 

Overview of Process – An overview of the A/P enter-to-pay process:

Enter Invoices/Payments (Payment Batch) => Select to Pay => Approval => Print Checks

 

 

Further Instruction & Use – For further information regarding Select to Pay & Check Printing contact The NDH Group, Ltd. at 312.461.0505 or on the web: http://www.ndhcpa.com.