Print payments

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The Print payments screen shows a list of the payments to be processed. From this screen you can print off details of these payments for your records, and print out the payment cheques.

1. From the Transactions menu choose Payments.
2. Click the Print payments tab.

Each payment has a status flag (coloured circle) in the left column linked to the supplier terms in contacts. The key is as follows:-

• Red - overdue
• Yellow - due within 7 days
• Green - not yet due
• Grey  - no terms
• Red outline  - credit note applied

To print details of payments to be processed

1. Select the entries for which details should be printed:
   • To select all the entries, tick the Selected heading box.
   • To select individual entries, set the toggle switch to Yes for each required line. 

Note that if you leave all of the entries set to No, all of the payments will be listed in the report.

2. Click Payments report in the right-hand icon menu.
   A Payments list in the report viewer shows details of the selected entries which you can view or print.

To print cheques (and process payments)

1. 1. Select the entries for which cheques should be printed:

      • To select all the entries, tick the Selected heading box.

      • To select individual entries, set the toggle switch to Yes for each required line. 

   2. Click Process Payments. A Process pop-up is displayed.

1. 1. By default Cheque number is set to the next number in the print sequence, but you can override this if required. Click Process Payments.

      If the amount is invalid a warning message is displayed at the top of the screen.

      (The amount is invalid if it is negative, over £9,999,999.99 in a 2 Part template, over £999,999,999.99 in a 3 Part template, or over 25 lines.)

   2. A preview of the cheque(s) ready for printing is displayed in the report viewer.  Payments for the same supplier are consolidated into one cheque with multiple lines.

      If you are happy with the preview, print the cheques. 

   3. Verify that the cheques have printed correctly.

      (If they have not, you may want to change the cheque layout: see Cheque remittance.)

   4. Go back to the Print payments screen, where a confirmation pop-up is displayed.

• If the cheques printed correctly, choose Yes to process the entry and close the pop-up. The cheque number is incremented by the number of cheques printed, and the entry is removed from the list.

• If the cheques did not print correctly, choose No to close the pop-up. The cheque number is not incremented, the entry remains selected, and it can be printed again.

If something goes wrong

• If you clicked No at the confirmation pop-up but the cheques actually did print correctly, process the same entries again, but do not print them from the report viewer. Then click Yes at the confirmation pop-up.  This will increment the cheque numbers correctly and record that cheques were printed for those entries.

• If you clicked Yes at the confirmation pop-up but all of the cheques actually did not print correctly, use the Re-print payments tab to print them.

• If one or more cheques in a print batch did not print correctly, you can either:

  • Click No at the confirmation pop-up, destroy all of the printed cheques, and process the same entries again. 

• Click Yes at the confirmation pop-up and then use the Re-print payments tab to print the required ones.

Printing in Period 13

There may be occasions where you printed a payment in Period 12, which was not received by the supplier, and needs to be re-issued.
You can do this by switching to last year.

1. 1. 1. From the System menu select Switch Financial Year
      2. From the Transactions menu, select Adjustments & Corrections > Expense Reversal
      3. Locate the original expense transaction, and click Reverse
      4. Change the radio button to 'Yes' to reissue the cheque

The new cheque can be printed from the Print Payments screen in last year.

Note that the CHQ number is sequential across all financial years.
The Remittance Report (in Transactions > Payments > Remittance Report) shows payments relating to the financial year in which the transaction was posted. Therefore to see the CHQ which was printed in P13 you must run the remittance report in P13.