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Assign numbers to and confirm cheques, successfully printed

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This concerns User-assigned cheque numbering and shows how to assign numbers to and confirm cheques, 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.

Note: If the payment proposal contains cheques in more than one currency, then 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 printed 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.
    • 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. See Assign numbers to and confirm cheques, not successfully printed.
    • 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. See Assign numbers to and confirm cheques, not successfully printed.

    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. You reprint the cheques using the Payment order routine. See Create an A/P payment order and Assign numbers to and confirm cheques, not successfully printed. 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. Here, we assume that the cheques printed correctly for all three suppliers. Click Printed OK and then repeat the previous steps for each of the other two supplier payments. The cheque numbers will be marked as Outstanding in the Cheque inventory and will be ineligible for use.

    5. Note: It is also possible to specify a cheque number range for all (or parts of) printed cheques on the A/P payment proposal, Confirm cheque printout panel, i.e., it is not mandatory to specify a range per supplier. This panel will then display the first and last cheques in the range to confirm.

  5. When the last supplier cheque(s) has been confirmed, you access A/P payment proposal, Cheques confirmation showing all of the confirmed cheques for the run/currency combination. Here, we assume that the first two cheques were needed to be able to specify all invoices paid and will be marked as Used for stub in the Cheque inventory. Click Update to confirm cheques for the run/currency combination.
  6. You access the Work with A/P payment proposals, Overview panel. 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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