How to Print Checks in Sage 300

Initial Setup Requirements

Check Stock Configuration Before printing checks, you must properly configure your check stock in the Bank Services module. The configuration includes several critical components:

• Check Stock Code: Create a unique alphanumeric code (up to six characters) to identify your check stock
• Description: Provide a clear description of the check code
• Next Check Number: Specify the starting number for sequential check printing
• Stock Type: Choose from these options:
  • Combined Check and Advice
  • Checks Then Advices
  • Checks Only
  • Advices Only

System Prerequisites To ensure smooth check printing operations, implement these technical requirements:

• Install the latest version of Adobe Reader
• Use Google Chrome as your default browser with the latest updates
• Set browser zoom to 100%
• Verify printer settings to avoid margins or "fit to page" options

Methods for Printing Checks

1. Single Check Printing from Payment Entry

This method is ideal for printing individual checks as you create payments:

1. Navigate to Accounts Payable > A/P Transactions > Payment Entry
2. Create or select the payment entry
3. Enable the Print Check option
4. Save the payment
5. Click the Print Check button
6. Verify check stock and alignment
7. Process the check printing

2. Batch Check Printing

This is the most common and efficient method for printing multiple checks:

1. Access Accounts Payable > A/P Transactions > Payment Batch List
2. Select the desired payment batch
3. Click Print/Post button
4. Review and confirm batch settings
5. Process check printing for the entire batch

Check Printing Process Details

Pre-printing Verification Before initiating the print process, verify these elements:

• Check stock is properly loaded in the printer
• Check form layout matches your requirements
• Next check number is correct
• Bank information is accurate

Alignment Testing To ensure proper check positioning:

1. Click the Align button
2. Review the test print with X's replacing numbers
3. Verify alignment against actual check stock
4. Adjust printer settings if necessary

Print Confirmation Process After printing checks, follow these verification steps:

1. Review printed checks for accuracy
2. Confirm successful printing when prompted
3. If prints are incorrect:
   • Click No when asked about successful printing
   • Reset check status
   • Select reprint range if necessary
   • Reprint required checks

Advanced Features and Considerations

Check Stock Types Sage 300 supports various check stock configurations[1]:

Security and Control Features

The system maintains strict control over check printing through several mechanisms:

1. Check data posting prevents reprinting after completion
2. Void check functionality for incorrect prints
3. Audit trail maintenance
4. Batch control totals
5. User authorization requirements

Troubleshooting and Special Situations

Print Failures If check printing fails, you have two options:

1. Immediate Reprint:
   • Reset check status to "Not Printed"
   • Select specific checks for reprinting
   • Restart print process
2. Delayed Reprint:
   • Cancel current print run
   • Void printed checks
   • Reschedule printing session

Void and Reversed Checks Special handling for problematic checks:

• Checks can be voided before batch posting
• Stop-payments require reversal through Bank Services
• Reversed checks automatically update vendor accounts

Best Practices

Pre-printing Checklist

1. Verify printer setup and alignment
2. Confirm check stock quantity
3. Review payment details
4. Validate bank account information
5. Check security permissions

Post-printing Procedures

1. Verify printed checks against payment records
2. Secure printed checks immediately
3. File advice slips appropriately
4. Update check registers
5. Maintain audit documentation

Maintenance and Record Keeping

Regular Tasks

1. Update check stock inventory
2. Monitor check number sequences
3. Review and maintain printer settings
4. Archive printed check records
5. Reconcile check registers

Documentation Requirements

1. Maintain check registers
2. Store void check records
3. Keep alignment test copies
4. Document check stock changes
5. Record printer configurations

Conclusion

Sage 300's check printing functionality provides a robust and secure method for managing payment processes. By following these detailed procedures and maintaining proper controls, organizations can ensure accurate and efficient check printing operations while maintaining necessary audit trails and security measures.

Sources: [1] https://www.greytrix.com/blogs/sageaccpacerp/2013/10/09/check-printing-in-sage-300-erp/ [2] https://help.sbc.sage.com/en-us/start/settings/check-printing-settings.html [3] https://www.acutedata.com/how-to-print-checks-and-post-the-payment-information-to-vendor-accounts-on-sage-300-accounts-payable/ [4] https://documentation.help/AP61AENG/F_pmnt_entry_steps_print_check.htm [5] https://documentation.help/AP61AENG/R_checks.htm [6] https://help.sage300.com/en-us/2019/web/Subsystems/AP/Content/Reports/Printing/Transactions/AboutPrintingChecks.htm [7] https://help.sage300.com/en-us/2024/classic/Subsystems/BK_2024/Content/Reports/Printing/Transactions/PrintingChecks.htm?TocPath=Bank+Services%7CProcessing+Bank+Transactions%7C_____4