Once the pay list is correct, the vouchers can be paid, and the checks or remittance advices can be printed.
Select the Print payroll checks choice from the Reports, Payroll Payments menu to print checks or remittances advices for all the vouchers on the pay list.
Note: If you wish to print remittances advices rather than checks, the above menu selection must be edited so that the grace command reads:
grace 1 pradvice
After selecting Print payroll checks the screen displays the following parameter screen:
Using a current copy of the edited Payroll Pay List as a guide, enter the first bank account number listed in the far left column in the Bank Account field. If multiple bank accounts are being used to pay payroll, each bank has to be processed separately. This is done so that the check forms on the printer can be changed.
For a variety of reasons, you should not try to make the computer check numbers match the actual check numbers pre-printed on the checks. Instead, an independent sequence should be used and a manual register kept of actual checks used and the assigned computer numbers. When entering the First Check Number be sure that there will be be enough numbers left in the sequence for all the checks. For example, if the first check number is 98 only two checks can be printed. On the other hand, if the first check number is 098, 902 checks can be printed.
Type in the date of the checks in the Check Date field. This date can be different from the voucher pay date which was assigned to each voucher. This date is used by the quarterly tax reports that operate on a cash basis to determine which vouchers were paid in a given time period. When you are satisfied with what you have entered, press the STORE <F5> button to start the check making process. After the screen is cleared the following message is displayed:
Making Payable Checks...
This indicates that the program is now attempting to assign check numbers to the vouchers being paid. If any duplicate check numbers are discovered, they are shown and the process stops. At this point, a check register should be printed to determine the correct starting check number. When the correct check number has been found, this report can be restarted.
Once all of the checks have been made, the screen displays a message indicating how many checks were created in the check file. It then proceeds to print the checks or remittance advices. If no checks were created the process stops.
Making Payable Checks...
23 checks created
Printing Payroll checks
When the report is finished, the screen displays the following:
Making Payable Checks...
23 checks created
Printing Payroll checks
This indicates that the process has completed successfully. Pressing the OK button redisplays the system menu.
This completes the procedure for printing payroll checks. At the start of the process, a lot of attention was paid to trying to get things right the first time. The reason for this is that the print checks procedure is painful to redo. Basically, each check that was generated must be voided one at a time. After the checks are voided, the print checks procedure can be rerun.