System Narrative
Online Processing
Company Controls
Data Entry
System Reporting
Vendor Controls
Processing Flows
PO Input Flow
AP Input Flow
Receiver Input
Check Write Processing Flow
Check Reconciliation Flow
Report Write Flow
GL Interface Processing Flow
Master File Purge

Check Write Processing Flow

Checks and ACH payments are produced in batch every day, twice a week, weekly or in any other time frame that is convenient for your operation. Checks and ACH payments may be produced daily for employees and weekly for all other vendors if you wish. Checks may be written on multiple banks or bank accounts for one or more company entities.

You must tell the check write portion of the system, either via manual input or through the use of the system calendar:

• what date is to appear on checks or ACH transactions
• to what accounting period payments apply
• to what level of priority checks are to be produced
• any check holds or pre-payments you wish to activate

The following fields are now controlled via TI input transactions:

• which banks/bank accounts you wish to use
• the starting and ending check numbers for each bank
• the number of alignment documents to be voided
• the version number to be used

The system then takes over and reads in additional control information from the company record, the check write report records, the individual vendor records from the Vendor Master file and the Table Master file records. These controls determine whether:

• the check will follow the stub (or vice versa)
• checks with too many invoices to fit on a single stub will void intervening checks or print extra stubs
• checks over a certain amount are to be sorted together
• zero-dollar checks are to be produced
• the company name is to be printed on the check
• the vendor's reference number is to appear on the check
• special handling applies for this vendor's checks
• separate checks are to be produced for each invoice for a given vendor
• the ACH transmission file is produced

As the check write job produces checks it also creates backup and restart files. These files enable it to be restarted from wherever a problem is encountered without having to rerun the good checks. The output from the check write may be routed to any printer location you desire using the report splitter.

Outstanding check information is produced for input to the Check Reconciliation Module or it can be sent directly to your bank, if you desire. The Check Master file, Accounts Payable Master file, Distribution Master file and Used Master file are updated with the new check information, so you can see what has been paid. The Table Master file is updated with the next available check number (last check number used in the current run plus one.) The check number that is updated on the Table Master file is then used as the used as the beginning check number for the next check cycle.