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Assign numbers to and confirm cheques, not successfully printed

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This concerns User-assigned cheque numbering and shows how to assign numbers to and confirm cheques, not successfully printed, for a payment proposal in one single currency and three supplier/payment orders. For further information about printing and confirming cheques, see section Cheque payments. The following is assumed:

  • The first supplier cheques were printed, but damaged in printer. They will thus not be valid for further use.
  • The two last supplier cheques were not printed at all.

Note: If the payment proposal contains cheques in more than one currency there will be two more panels included in the flow prior to the ones here.

Prerequisites
You will need to have printed cheques for the proposal using the Payment order routine. See Create an A/P payment order.

Tip: To be able to quickly match cheques with payments, keep the printed cheques nearby while performing the confirmation routine.

  1. Select the Work with A/P payment proposals menu item.
  2. On the Overview panel, select the proposal for which you want to confirm cheques and click Confirm payment order.
  3. You access A/P payment proposal, Confirm cheque printout which is shown when you initially confirm cheques for the first supplier within a payment order run/currency combination. After printing cheques, the following actions need to be taken depending on the outcome:
    • The cheques printed as desired, and you need to assign and confirm the cheque numbers used for the payments. See Assign numbers to and confirm cheques, successfully printed.
    • The cheques did not print as desired – e.g. they were damaged during printing – and you need to confirm the damaged cheque numbers and mark them to be reprinted (as described here).
    • The cheques did not print at all – e.g., the wrong forms were loaded in the printer – and no cheque numbers were used. In this case, since no cheque numbers were used, you only need to confirm the quantity of cheques to be reprinted (as described here).

    Complete the following fields:

    First stub number
    Enter the first cheque number in the range of cheques you want to confirm as printed or damaged; if the first cheque has multiple stubs, enter the number of the first stub. If you make an entry here, you must make an entry in Last cheque number.
    Last cheque number
    Enter the last cheque number in the range of cheques you want to confirm as printed or damaged; if the last cheque has multiple stubs, enter the number of the last stub. If you make an entry here, you must make an entry in First stub number.
    Number of cheques
    Use this field to define the quantity of the cheques that did not print and need to be reprinted (damaged in printer or not printed at all). You reprint the cheques using the Payment order routine. See Create an A/P payment order. If you make an entry here, you cannot make entries in Last cheque number or First stub number.

    Click OK.

  4. When the cheque number(s) has been properly assigned, you access A/P payment proposal, Confirm cheques range. This panel displays details about the cheque range defined on the previous panel. The cheque numbers that were damaged at printout will be voided as damaged in Work with cheque inventory. Click Damaged (void).
  5. You return to A/P payment proposal, Cheques confirmation. To proceed to the other supplier cheques, click Add. Note: It is also possible to specify a first stub/last cheque number range or number of cheques for all (or parts of) damaged or not printed cheques on A/P payment proposal, Confirm cheque printout, i.e., it is not mandatory to specify a range/number per supplier. This panel will then display the first and last cheques in the range to confirm for reprint.
  6. You access Cheque number entry, Confirm cheques range. Repeat this step for the other two cheques, but as they were not printed, click Not printed.
  7. When the last supplier cheque(s) has been confirmed for reprint, you access A/P payment proposal, Cheques confirmation. This panel displays all of the confirmed cheques for the run/currency combination. If the first two cheques were needed to be able to specify all invoices paid, then they will be marked as Used for stub in the cheque inventory. Click Update to confirm cheques to be reprinted for the run/currency combination.
  8. You access Work with A/P payment proposals, Overview. You should now reprint the cheques using the Payment order routine. See Create an A/P payment order. Tip: This procedure can be re-run multiple times until all cheques finally have been confirmed as printed OK.
  9. When the Payment order routine has reprinted the cheques, start the procedure from step 1 above. All cheques were printed OK. The procedure is now equal to the one described in Assign numbers to and confirm cheques, successfully printed.
  10. When all cheques have been assigned numbers and confirmed as printed OK, then you access A/P payment proposal, Cheques confirmation. Click Update.
  11. You access Work with A/P payment proposals, Overview. You can now create temporary postings for the proposal or update it as a final payment. See Create temporary postings or Update an A/P payment proposal. Exit the routine.

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