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Printing Payment Forms and Checks

It is often necessary to print certain documents associated with the Payment. These may be remittance advices, checks or documents used to gain internal authorization for the Payment.

If you want to print a remittance advice and a check together, you can do so, providing some set-up work has been carried out in advance. Follow this procedure:

  1. Using the Form register in the System module, design the remittance advice and the check. Use the 'Properties' function on the Operations menu to name the Forms (in this description, we have used the names "REM_ADVICE" and "CHECK" respectively) and to assign them Document Types of "Payment" (in the former case) and "Payment Checks". Sample Forms are supplied with Books by HansaWorld: you can modify them to suit your requirements. Full instructions for using the Form register can be found here.

  2. Select the Payables module using the [Module] button in the Master Control panel or the ⌘-0 or Ctrl-0 keyboard shortcuts.

  3. Click the [Documents] button in the Master Control panel or use the ⌘-D/Ctrl-D keyboard shortcut. The 'Documents' list window is opened showing a list of available documents. Highlight 'Payment Forms'.

  4. Select 'Define Document' from the Operations menu.

  5. Use the Sequence column in the subsequent window to determine the order in which the Forms will be printed. If, for example, you need a remittance advice to be printed first, on the first line enter "1" as the Sequence Number and "REM_ADVICE" as the Form (you can use 'Paste Special' from the Form field to ensure the spelling is correct). On the second line, enter "2" as the Sequence Number and "CHECK" as the Form. You can use the Printer column to print the Forms on different printers if necessary: you may have a dedicated printer for your check stationery. You can, of course, specify on a third line that an internal authorization document is also to be printed.

  6. Click [Save] to save the Payment Form definition. From now on, whenever the Payment Form is printed, the remittance advice and the check will be printed, on different printers.
You can print the Payment Form using one of two methods:
  1. When viewing an individual Payment record, by clicking the Printer icon. If you want to print to screen, click the Preview icon.

  2. By clicking the [Documents] button in the Master Control panel and selecting 'Payment Forms' from the subsequent list.
In the case of a Payment record containing payments to more than one Vendor, separate payment forms will be printed for each Vendor.

If you print an unordered Payment and you are not using the No Test Printout option in the Optional Features setting in the System module, the phrase "Test Printout" will be printed diagonally across the page as a watermark.

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