AP> Quick Check

The Quick Check entry page only displays if Quick Checks is enabled on the AP Setup window (AP> Utilities> Setup).

• On the General tab, check Enable Quick Checks. This option is unchecked by default.

  • This option is only available when the Process is set to Invoices & Checks. It's read-only for any other Process.
  • If you change the Process to one that doesn't support Quick Checks, the system clears this option.
  • Quick Checks works with either Mode, Standard or Multi-bank checking.
  • This option isn't available on a multi-muni child database.
• On the Checks tab, check Print check description on quick checks to print the Check Description you enter on the Quick Check as the check line description. If you leave it unchecked, no check line description prints on Quick Checks. This option is only enabled when Enable Quick Checks is checked.
• Quick Checks uses the same check settings on the Checks tab as Computer Checks, including Check Type, Check Signature, and Check Offset. If the Check Type is configurable, create a check layout for Quick Checks in Check Layout Maintenance (SS> Maintenance> Check Layout). Click here for information on Check Layout Maintenance.
• Click the Save button to enable Quick Checks.

Enter the vendor or payee details.

• Enter a Vendor number and select a match from the auto-complete suggestions, or click the search icon to open vendor selection. This field is optional and accepts up to 8 characters.

  • Once you select a vendor, Pay To First Name, Pay To Last Name, and the mailing address fields populate from the vendor record and become disabled. If the vendor has no first or last name on file, Pay To Last Name populates from the vendor DBA.
  • If you enter a vendor number that doesn't match a vendor, the field clears and displays "Vendor not found." The Pay To and mailing address fields stay enabled so you can enter a payee.

• To pay someone who isn't set up as a vendor, leave Vendor blank and enter the payee details.

  • Pay To Last Name is required and accepts up to 50 characters. Pay To First Name is optional and accepts up to 50 characters.
  • Enter the mailing address in Mailing Address 1, Mailing Address 2, and Mailing Address City (up to 30 characters each), Mailing State, and Mailing Zip.
  • When you print, the system creates a temporary vendor from the payee details. The temporary vendor number uses a QC- prefix and the next number in that series (for example, QC-14), and the vendor Type is Temporary.

• Enter a Check Description for the quick check. This field is optional and accepts up to 64 characters.

  • The description only prints on the check when Print check description on quick checks is checked in AP Setup.
  • The system always saves the description to the check history record. You can view it in Checks Search (AP> Checks Search) and in the journal entry description.

Enter the check details.

• The Check Date field defaults to today. Selecting a date updates Period / Fiscal Year below. If you clear the date, the field displays "Check Date required."
• Check Title 1 and Check Title 2 (up to 25 characters each) and Stub Message (up to 100 characters) are optional fields for additional check details.
• The Layout field is only enabled and required when the AP Setup Check Type is Configurable, Configurable Long Stub, or Configurable z-fold. This field is disabled and displays N/A when Check Type is Standard or Long Check Stub. The system remembers your last selection and defaults to it.

Enter the credit information.

• Enter a Bank Account or click the field search icon to select one from a list. This field is required.

  • If you enter a bank account that doesn't exist, the field clears.
  • Once selected, the Credit Account field populates from the bank account's Cash Account. You can't edit the Credit Account. If the bank account has no Cash Account, the Credit Account field displays a validation message.

  • The cash account displays masked without the fund section (for example, `-000-000-000`), since a specific fund isn't supplied yet. On print, the system uses this partial account to build a credit account for each fund used in the debit rows. The cash account must exist in every fund used by the debit accounts.

    • If your agency has Enable Interfund Transfers checked in AP Setup, the credit side instead uses the cash account built from the AP Setup Clearing Fund, and the system creates Due-To/Due-From entries when a debit account's fund differs from the Clearing Fund.
  • The system remembers your last selected bank account.
• The Check Number field populates with the next available check number for the selected bank account. You can change it. On print, the system validates that no other check for the bank account uses that number.
• The Credit Amount field updates automatically to match the sum of the debit rows.
• The Period / Fiscal Year field displays the period and fiscal year for the Check Date.

Enter the debit information.

• Enter a Debit Account or click the field search icon to open GL Account Selection. Fiscal Year is read-only and set to the check's fiscal year. On tab, the system validates that the account exists and is active in that fiscal year.

  • You can select a GL account of any account type.
  • If your agency uses Multi-bank checking (AP Setup Mode), select the Bank Account before you add debits. GL Account Selection only lists accounts associated with the selected bank account. If you enter an account that isn't associated with the bank account, the system displays "Account is not associated with this Bank." You associate GL accounts with bank accounts on the Associate Reimbursement Banks screen (SS> Maintenance> Associate Reimbursements). Click here for information on Associate Reimbursements.
• Enter the Debit Amount for the check.

• Click ADD DEBIT to add a row to the debit data grid below. The system validates that you've entered both a GL account and an amount greater than 0.

  • If a debit row already exists for that GL account, adding another amount for the same account updates the existing row's amount instead of creating a new row.
  • After you add a row, the Debit Account and Debit Amount fields clear and the cursor returns to Debit Account.
  • For faster entry, press Tab to move from Debit Account to Debit Amount to ADD DEBIT, then press Enter to add the row.
• Select a row and click REMOVE to delete it. The Credit Amount updates to match the new total. If no row is selected, a message prompts you to select one first.
• The grid footer shows a Sum total for the Debit Amount column.
• Click here for information on Cirrus Data Grids.

Click the Print button to print the check, or click the options arrow on the right side of the button to select a different action.

• Select Print to print the check and return to the AP home page.
• Select Print and New to print the check and stay on the Quick Check entry page. The form clears so you can enter the next check. The Bank Account keeps your last selection, and the Check Number advances to the next available number.
• The button remembers your last choice. For example, if you select Print and New, the button displays Print and New the next time you open the Quick Check entry page.

On print, the system validates the following and displays an inline or modal message for any issue:

• A vendor is selected, or a Pay To Last Name is entered.
• Check Date is entered.
• Layout is selected, if required by the Check Type.
• Bank Account is selected and has a Credit Account.
• At least one debit row with an amount greater than 0 exists.
• All debit GL accounts are valid and active in the check's fiscal year.
• An active credit GL account exists in every fund used by the debit accounts, for the check's fiscal year.
• For Multi-bank checking, every debit account is associated with the selected bank account.
• The check's fiscal period isn't locked.
• The check number is valid and hasn't already been used.

When validation passes, the system completes the Quick Check as a background job. Track its progress in the Notifications pane or the Jobs Viewer window. The job:

• Creates the temporary vendor, if you didn't select a vendor.
• Creates the check record for the vendor in AP History.
• Creates and commits the journal entry.
• Creates an uncleared check in the Bank Reconciliation module.
• Prints the check. Download the check from the Notifications pane or the Jobs Viewer window. The Jobs Viewer record also links to the journal entry.

Quick Checks appear alongside standard AP checks in these windows. Select Quick Check as the batch type or process to show only Quick Checks.

• AP> Checks Search
• AP> Vendor> AP History and Check Search
• GL> Journal Entries Search
• SS> Utilities> Check Audit Display
• BR> Transaction Search
• Jobs Viewer

These reports include Quick Checks:

• AP> Reports> Check Detail and Checks by Date. Select Quick Check in Batch Type. Batch number fields don't apply to Quick Checks and are disabled.
• AP> Reports> Detail by Account. Select Quick Check in Print Only.
• BR> Reports> Checks By Date, Outstanding Transactions, and Uncleared Checks by Fund.

Void a Quick Check in the Void Checks process (AP> Void Checks).

• If you've already cleared the check in Bank Reconciliation, unclear it before you void it.
• The void journal entry debits the original cash account and credits the original debit accounts.
• When you commit the void, the system always voids the Quick Check and its system-created invoice. The invoice, purchase order, and inventory options on the Commit step don't apply to Quick Checks. If the batch only contains Quick Checks, those options are disabled.