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Cheque Documents

This function allows you to print cheques for Payments.

Payment No.
Enter a Payment Number to print a single Payment, or a range of Payment Numbers, separating the first and last number with a colon (:).

Cheque No.
If you specify a Cheque Number here, it will be recorded on flip C of each Payment row in the Payments being printed, being incremented automatically for different Suppliers in each Payment record and for the next Payment.

Do not specify a Cheque Number if you are printing Payments where the Type of the Payment Mode is "Own Cheques" or "Received Cheques" as in these cases you should use other methods to assign cheque numbers.

Payment Mode
Paste Special    Payment Modes setting, Sales/Purchase Ledger
To print Payments with a particular Payment Mode, enter the Payment Mode here. This refers to the Payment Mode entered in the header of a Payment, not those on flip C of each Payment row.

Status
Use these options to choose whether to print all Payments in the range or only those that have not been printed before.

You can repeatedly print a Payment if it is not marked as Ordered. Such a Payment will retain its Unprinted status until you mark it as Ordered and print it again.

An Ordered Payment will lose its Unprinted status if you print it using this form and using the Payment Forms form.

Take care when using the All option not to issue duplicate cheques if you have incorporated cheques into the design of your Cheque Documents Form Template.
If you print a Payment that has not been Ordered, the text "Test Printout" will be printed diagonally across the page as a watermark. If you do not want this watermark, use the No Test Printout option in the Optional Features setting in the System module.

If you use this form to print a Payment record that contains payments issued to more than one Supplier, separate pages will be printed for each Supplier. So, when you design the Form Template to be used by the Cheque Document, the fields that you can add fall into three broad categories:

  • Fields that print information from the header of a Payment record. These fields will print the same information for each Supplier.

  • Fields that print information about the Supplier. This information will be taken from the first row in the Payment for the Supplier or from the Contact record for the Supplier.

  • Row fields that list the payments being made to the Supplier.

Listed below are the fields you can use when you design the Form Template to be used by the Cheque Document. If you do not want to print the decimal places in numeric fields, choose the Cut Decimals option in the record in the Values in Text setting for the Language specified in the Company Info setting.

Field in Form TemplatePrints (from Payment record)
The following fields will print information from the header of a Payment record and will therefore print the same information for each Supplier:
DayThe day from the Trans. Date. For example, the day from 2/1/2013 will be printed as "2"
Document TypePrints the word "Payment"
From BankComment
From Bank AccountOwn Bank A/C
Invalid InvoicePrints the phrase "Document not valid as an invoice"
MonthThe month from the Trans. Date. For example, the month from 2/1/2013 will be printed as "1"
Month in wordsThe name of the month in the Trans. Date, taken from the record in the Days and Months setting in the System module for the Language of the Supplier or, if that is blank, the Language in the current user's Person record
NotePrints the text of the first Note attached to the Payment. If you specify a Field Argument, the Note whose Comment is the same as the Field Argument will be printed
Payment DatePayment Date
Payment ModePayment Mode
Payment NumberNo.
Payment Number for RussiaPrints the No. of the Payment with the first three characters removed
ReferenceReference
Registration DatePayment Date
Serial Number (Number Series)No.
Transaction DateTrans. Date
YearThe year from the Trans. Date. For example, the year from 2/1/2013 will be printed as "2013"
The following fields will print Supplier-specific information. This information will be taken from the first row in a Payment in which a Supplier is used or from the Contact record for the Supplier:
ANA CodeANA Code from the Contact record for the Supplier
Comment 2Text from the first Payment row for a Supplier. To print this information for each row individually, use the "Comment" row field
CurrencyI. Cur from the first Payment row for a Supplier or, if blank, Base Currency 1
Customer Comment (speclev)Comment from the Contact record for the Supplier ('Company' card)
Customer Registration No. 1Reg. No. 1 from the Contact record for the Supplier
Customer Registration No. 2Reg. No. 2 from the Contact record for the Supplier
Delivery AddressName (if you are using the Organisation Name option in the Form Settings setting) and Invoice Address from the Contact record for the Supplier. This information will be printed on separate lines, so you should specify a Line Height for this field. Use the Form Settings setting to set the format of this field (e.g. to specify whether blank lines will be printed, whether parts of the address will be printed on the same line, etc.)
Delivery Address 2Name and Invoice Address from the Contact record for the Supplier. This information will be printed on separate lines, so you should specify a Line Height for this field
Our Customer NumberTheir Customer Code from the Contact record for the Supplier
SupplierNo. from the Contact record for the Supplier
Supplier FaxFax from the Contact record for the Supplier
Supplier NameName from the Contact record for the Supplier
Supplier TelephoneTelephone from the Contact record for the Supplier
Supplier VAT Reg. NumberVAT Reg. No. from the Contact record for the Supplier
To Bank AccountTo Bank A/C from the first Payment row for a Supplier. To print this information for each row individually, use the "Bank Account" row field
These fields print information from the record in the Banks setting for the Account Operator specified in the Contact record for the Supplier:
Bank Address 0First line of the Address
Bank Address 1Second line of the Address
Bank Address 2Third line of the Address
SWIFTBIC (SWIFT)
To BankName
To Bank 1Clearing
To Bank 2Account (IBAN)
The following fields will print Supplier-specific information that will be calculated by adding all rows in a Payment for a particular Supplier together. The "...in Text" fields will print phrases constructed using the relevant record in the Values in Text setting for the Language of the Supplier or, if that is blank, the Language in the current user's Person record or in the Company Info setting:
Amount in TextPrints as a phrase the sum of the Invoice Values for a Supplier.
Amount in Text, CentsPrints as a phrase the digits after the decimal point in the sum of the Invoice Values for a Supplier
Amount in Text, UnitsPrints as a phrase the first digit before the decimal point in the sum of the Invoice Values for a Supplier
Amount in Text, TensPrints as a phrase the second digit before the decimal point in the sum of the Invoice Values for a Supplier
Amount in Text, HundredsPrints as a phrase the third digit before the decimal point in the sum of the Invoice Values for a Supplier
Amount in Text, ThousandsPrints as a phrase the fourth digit before the decimal point in the sum of the Invoice Values for a Supplier
Amount in Text, 10 ThousandsPrints as a phrase the fifth digit before the decimal point in the sum of the Invoice Values for a Supplier
Amount in Text, 100 ThousandsPrints as a phrase the sixth digit before the decimal point in the sum of the Invoice Values for a Supplier
Amount in Text, MillionsPrints as a phrase the seventh digit before the decimal point in the sum of the Invoice Values for a Supplier
Amount in Text, 10 MillionsPrints as a phrase the eighth digit before the decimal point in the sum of the Invoice Values for a Supplier
Amount in Text, 100 MillionsPrints as a phrase the ninth digit before the decimal point in the sum of the Invoice Values for a Supplier
Bank TotalAccumulated sum of the Invoice Values from each Payment row, converted to Base Currency 1 using the Exchange Rate for the Trans. Date. For example, if a Payment has four rows with two payments to Supplier 1 and two payments to Supplier 2, this field will print the sum of the Invoice Values from the first two rows on the first page, and the sum of the Invoice Values from all four rows on the second page. To print a total for each Supplier converted to Base Currency 1, use the "To Pay in Base 1" field
Cheque Number 2Prints as a list each Cheque No. used in the Payment. This will be the Cheque No. from the Own Cheque or Cheque record quoted in the Cheque No. field on flip C (if the Type of the Payment Mode is "Own Cheques" or "Received Cheques" respectively), or the Cheque No. from flip C itself (otherwise). As it prints a list, you should specify a Line Height for this field. You should also set the Format to "Header". This field will not be printed if the VAT Law in the Company Info setting is "Argentinean": use "Cheque Number" instead (described towards the end of this page)
Cheque Total 2Prints as a list the Amounts from the Own Cheque records for each Cheque No. As it prints a list, you should specify a Line Height for this field. You should also set the Format to "Header". Together with the previous field, this allows you to add a table to the Form Template showing the amounts that were paid using each Cheque No. Amounts will only be printed if the Type of the Payment Mode is "Own Cheques" or "Received Cheques". This field will not be printed if the VAT Law in the Company Info setting is "Argentinean": use "Cheque Total" instead (described towards the end of this page)
Payment Mode on Row Non-DuplicatePrints as a list the Comments from each Payment Mode used for a Supplier. As it prints a list, you should specify a Line Height for this field. You should also set the Format to "Header"
Payment Mode on Row Non-Duplicate TotalsPrints as a list the sums of the Invoice Values for a Supplier paid using each Payment Mode. As it prints a list, you should specify a Line Height for this field. You should also set the Format to "Header". Together with the previous field, this allows you to add a table to the Form Template showing how much was paid using each Payment Mode
Row Sum TotalThe sum of (Sent Value + Settlement Discount) for a Supplier in the Sent Currency
Settlement Discount TotalThe sum of the Settlement Discounts for a Supplier in the Sent Currency
Settlement Discount 2 TotalThe sum of the Settlement Discounts for a Supplier in the Bank Currency
Supplier Invoice NumberPrints the Supp. Inv. No. of each Purchase Invoice being paid, as a string separated by commas. To print this information for each row individually, use the "Invoice Number 2" row field
To PayThe sum of the Invoice Values for a Supplier. If this figure is less than zero, the word "Void" will be printed
To Pay in TextPrints as a phrase the sum of the Invoice Values for a Supplier.
To Pay in Base 1The sum of the Invoice Values for a Supplier, converted to Base Currency 1 using the Exchange Rate for the Trans. Date
To Pay in Text in Base 1Prints as a phrase the sum of the Invoice Values for a Supplier, converted to Base Currency 1 using the Exchange Rate for the Trans. Date.
To Pay in Base 2The sum of the Invoice Values for a Supplier, converted to Base Currency 2 using the Exchange Rate for the Trans. Date
To Pay in Text in Base 2Prints as a phrase the sum of the Invoice Values for a Supplier, converted to Base Currency 2 using the Exchange Rate for the Trans. Date.
To Pay Rus Payment FormThe sum of the Invoice Values for a Supplier, with a dash as the decimal separator. If this figure is less than zero, the word "Void" will be printed
Total excluding Withheld TAXThe sum of the Invoice Values for a Supplier, with Withholding Tax subtracted. In some countries such as Argentina, this is the amount that will be paid to a Supplier because Withholding Tax should be paid directly to the tax authority. If this figure is less than zero, the word "Void" will be printed
Total Row TotalThe sum of (Bank Amount + Settlement Discount) for a Supplier in the Bank Currency
Total SumThe sum of the Bank Amounts for a Supplier in the Bank Currency
Total Sum in TextPrints as a phrase the sum of the Bank Amounts for a Supplier
Total Withheld TAXThe sum of the Bank Amounts for a Supplier from rows with a Withholding Tax Code (i.e. the total Withholding Tax amount for the Supplier). If this figure is less than zero, the word "Void" will be printed
VAT Report ValueThe sum of the VAT Values for a Supplier
Withholding Certificates No. Prints the Certificate No. of each Withholding Certificate connected to a Payment, as a string separated by commas.
Row Fields (these print once per Payment row, so remember to specify a Line Height and to set the Format to "Matrix"):
AmountInvoice Value (from flip B)
Amount for Bielarussian Payment FormInvoice Value, with an equal sign in place of the decimals and decimal separator (for example, 123.45 will be printed as 123=)
Amount for Russian Payment FormInvoice Value, with a dash as the decimal separator
Bank AccountTo Bank A/C (from flip H)
Bank CurrencyB. Cur. (i.e. Bank Currency) or, if blank, Base Currency 1
Bank ValueBank Amount
Cheques Serial NumberCheque No. (from flip C)
CommentText
Due DateDue Date of the Purchase Invoice being paid
Invoice Date 2Invoice Date of the Purchase Invoice being paid
Invoice No.No. of the Purchase Invoice being paid
Invoice Number 2Supp. Inv. No. of the Purchase Invoice being paid
Invoice Type (short)Type of the Purchase Invoice being paid (prints "1" for an Invoice, "2" for a Cash Note or"3" for a Credit Note)
Payment Mode, rowComment from the Payment Mode (from flip C or, if blank, from the header)
Received CurrencyS. Cur. (i.e. Sent Currency) or, if blank, Base Currency 1
Received ValueSent Value
Reference (Invoice) Reference from the Purchase Invoice being paid
Row SumBank Amount + Settlement Discount in the Bank Currency
Settlement DiscountSettlement Discount in the Sent Currency
Settlement Discount 2Settlement Discount in the Bank Currency
Total RowSent Value + Settlement Discount in the Sent Currency
VATVAT Value (from flip E)
VAT for Russian Payment FormVAT Value, with a dash as the decimal separator
VAT %, rowVAT percentage from the V-Cd (from flip E) (prints blank if the rate is 0%)
The following fields print information related to the Own Cheques and Received Cheques used in a Payment. In most countries, these are standard row fields that will be printed once per Payment row. They will, print information from the Cheque records quoted in the Cheque No. field on flip C of each row (in all cases except "Cheque Number", they will only print values if the Type of the Payment Mode is "Own Cheques" or "Received Cheques"). You should specify a Line Height and to set the Format to "Matrix" in each field.
In Argentina (i.e. if the VAT Law in the Company Info setting is set to "Argentinean"), these fields will behave differently. They will be printed once for each Cheque Number and so they allow you to add a table to the Form Template listing the Own Cheques and Received Cheques used in a Payment together with related information. You should specify a Line Height in these fields, and set the Format to "Header":
Bank NameBank Name from the Cheque record quoted in the Cheque No. field on flip C
Cheque NumberCheque No. from the Cheque record quoted in the Cheque No. field on flip C. Outside Argentina, if there is no connected Cheque record and/or if the Type of the Payment Mode is not "Own Cheques" or "Received Cheques", prints the Cheque No. from flip C itself
Cheque TotalAmount from the Cheque record quoted in the Cheque No. field on flip C
Date CreatedReg. Date from the Cheque record quoted in the Cheque No. field on flip C (Argentina only)
Effective DateEffect Date from the Cheque record quoted in the Cheque No. field on flip C
Registration DateReg. Date from the Cheque record quoted in the Cheque No. field on flip C (not Argentina)

Please refer here for details of the standard fields that you can also include in the Form Template.

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Forms in the Purchase Ledger:

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