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 Report Generate Checks Reprint Checks Print a Check Register Void Checks Reconcile Checks
This course will NOT cover Manual Voucher Entry Convert PO to Voucher Pre-Pay Vouchers Recurring Vouchers Credit/Debit Memos Reverse Vouchers
Cash Requirements Report Use the Cash Requirements Report to view payables due in a specific period of time
Cash Requirements Report Step 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 Scheduled No specified date Specified date range Check Run for one specific vendor Manual check can be created 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 Vouchers are selected for payment adjust individually or in a group Adjust Terms and the Amount to Pay, as needed.
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 are complete, print the checks through File/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 1 Step 2 Step 3: Enter the Current Payment Date.
Check Parameters tab Step 1 Step 2 Step 3 Step 4: Enter the Next Payment Date.
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.
Check Printing After payment selections are complete, print the checks through File/Print or the print button. 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 paper Be 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 GL What? 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 reconciled A voided check reactivates the associated voucher or vouchers
Reconcile Checks Utilize the Reconcile Checks option to track cleared checks and update inquire options
Reconcile Checks Step 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 Report Check Generation by Vendor and by Schedule Check Register Reconcile Checks Outstanding Checks Drill Downs Options
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