Activant Prophet 21

Understanding Check Generation

This class is designed for…

Accounts Payable personnel involved with cash disbursements/check printing

Objectives

Generate a Cash Requirements ReportGenerate Checks Reprint ChecksPrint a Check RegisterVoid ChecksReconcile Checks

This course will NOT cover…

Manual Voucher EntryConvert PO to VoucherPre-Pay VouchersRecurring VouchersCredit/Debit MemosReverse Vouchers

Cash Requirements Report

Use the Cash Requirements Report to view payables due in a specific period of time

Cash Requirements ReportStep 1: Enter Branch parameters

Step 2: Select a range of vendors

Step 3: Enter the Current Payment Date and Next Payment Date

Cash Requirements Report

What’s the Difference?

Single Vendor

No specified date

Check Run for one specific vendor

Manual check can be created

Scheduled

Specified date range

Check run for multiple vendors, voucher class, or vendor class

No manual check creation

Single Vendor Check Printing

Displays all payables due to a vendor

Check Parameters tab

Step 1: Select the Vendor ID.

Step 2: Choose the Bank Number associated with this check.

Making Selections: Checks Tab

Adjust Terms and the Amount to Pay, as needed.

Vouchers are selected for payment – adjust individually or in a group

Previous Payments Tab

Displays past payments or memos applied to the voucher

Single Vendor Check Printing

If you do not want to print checks immediately, click the save icon.

Single Vendor Check Printing

Register a written check in the system Check Number is represented with a ‘M’ as the suffix on reports

Check Printing

After payment selections arecomplete, print the checks throughFile/Print or the print button.

NOTE! Do NOT select the option to REPRINT CHECKS!

Scheduled Check Printing

Check Parameters tab

Step 1: Enter the Bank Number.

Step 2: Enter Vendor, Voucher, and/or Vendor Class details.

Check Parameters tab

Step 3: Enter the Current Payment Date.

Step 1 Step 2

Check Parameters tab

Step 4: Enter the Next Payment Date.Step 3

Step 1 Step 2

Outstanding Checks tab

All Vouchers are selected for payment - adjust individually or in groups.

If necessary, adjust the Terms Amount or the Amount to Pay.

After payment selections arecomplete, print the checks throughFile/Print or the print button.

Check Printing

NOTE! Do NOT select the option to REPRINT CHECKS!

GL Impact: Check Printing

Check Printing’s Impact in GL

What? Where? How?

Accounts Payable Voucher Record Debit

Cash Account Bank File Credit

Terms (when applicable)

Vendor Record Credit

Reprinting Checks

Use the Reprint Checks option to print an exact copy of checks generated through Prophet 21

Reprinting Checks

Step 1: Select the appropriate Bank Number.

Step 2: Enter the check number or range of check numbers for reprinting.

Key Points for Reprinting Checks

Reprint on plain paperBe sure to enter a range of checks to print so that you don’t reprint all check records

Printing a Check Register

Check Register report details checks generated during a specified period of time and specific to a bank or range of banks

Printing a Check Register

Step 1: Select a Bank or range of Banks.

Step 2: Enter a check date or range of dates.

Voiding Checks

Use Void Checks to cancel an existing check

Voiding Checks

Step 1: Enter the Bank Number.

Step 2: Enter the Check Number.

GL Impact: Voiding Checks

Impact to the GLWhat? Where? How?

Cash Account Bank File Debit

Accounts Payable Voucher Record Credit

Terms taken(if applicable)

Vendor record Debit

Key Points for Voiding Checks

Checks cannot be voided if already reconciledA voided check reactivates the associated voucher or vouchers

Reconcile Checks

Utilize the Reconcile Checks option to track cleared checks and update inquire options

Reconcile ChecksStep 1: Enter a Bank Number.

Step 2: Enter a check number or range.

Step 3: Enter the Statement Date.

Reconcile Checks

Step 4: Mark Cleared Bank

for checks located on

your statement.

Outstanding Checks

Locate a listing of checks that have not cleared through the Outstanding Checks report

Outstanding Checks

Step 1: Enter the Bank Number or range.

Step 2: Enter the ‘As Of Date’ remaining outstanding.

Outstanding Checks

Drill Down Options

Utilize the Drill Down options to locate details about vouchers and payments

AP Drill Down by Vendor

To recall information, enter a Vendor ID

AP Drill Down by Vendor

Choose to view details by drilling into any of the following columns

AP Drill Down by Vendor

View voucher details on the Voucher Inquiry tab

AP Drill Down by Vendor

View memo information in the Memo Inquiry tab

Locate memo details by drilling into the Memo Number field

Links directly to the Voucher Inquiry tab

AP Drill Down by Vendor

Locate payment details on the Payment Inquiry tab

Determine the status of the check by viewing the Void and Clear Bank checkboxes

Locate vouchers affected by the check by drilling into the Check Number field

AP Drill Down by Vendor

Check Inquiry tab indicates vendor invoices affected by the check

AP Drill Down by Check

To recall information, enter a Bank Number and then the associated Check Number

AP Drill Down by Check

View vouchers paid by the check and the status of check in this window

Drill into the Voucher Number field to view voucher details

AP Drill Down by Check

Voucher Inquiry tab displays line item details for related vouchers

Summary

Cash Requirements ReportCheck Generation by Vendor and by ScheduleCheck RegisterReconcile ChecksOutstanding ChecksDrill Downs Options

For More Information…

Prophet 21 Help Files

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