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Paying Bills for AP Accounts with Check Runs

Distributor steps for paying vendor bills in Encompass with a Check Run: select AP purchases, set payment type and check numbers, then balance (cannot be undone). Needs Encompass Financials; v22.01+.

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Written by Bailey Naas-Thornton

Minimum Version Required: 22.01

Pre-Conditions


The following workflow assumes you already have Encompass Financials set up in your system

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Steps


How to access the Check Runs Table

 

1. Using Universal search, navigate to Accounts Payable Dashboard

  • Type Accounts Payable in the Universal Search bar

  • On the left under Accounting on the Dashboard Menu bar



2. Click Check Runs under Processes

  • Or type Check Runs directly into the Universal Search bar



How to add a Check Run

 

1. Navigate to the Check Runs Table

2. Click Add Check Runs



3. Fill in all fields that have an asterisk (*)

  • Start Check Num - only has to be filled in for Printed Checks/Manual Checks

  • Check Run Total - is dependent on the dollar amount of the checks/EFTs selected for payment

 



4. Click Add Record

5. Search the AP Accounts and select the Purchases you would like to process payments for

  • Use the filters to expand or narrow search

  • Click Save to keep current progress

  • Click Balance once finished



Fields And Definitions


  • Date* - Check Run posting date

  • Status - Status of the Check Run

  • Purchases Payment Type* - Method of payment

  • Account* - Bank account to fund payments

  • Check Run Total - Total dollar amount for Check Run

  • Start Check Num - Beginning check number for printed/manual check(s)

  • Date Field* - The date for which Purchases are searched by

  • Start Date* - Beginning date range for Date Field

  • End Date* - Ending date range for Date Field

  • Minimum Purchase Status* - Minimum Status of a Purchase to be included in the search

  • Source* - Purchases or invoices that will be searched

Best Practices


  • Accurate posting date - For EFT payments, use the date per bank statement. For manual checks, use the date the check was written. This helps the person doing the Bank Reconciliation find the payments. Printed checks dates are typically the same date as the Check Run

  • Start Check Num - The check number is required for printed/manual checks before balancing the Check Run. Look back at the previous ending check number to get the current starting number

  • Minimum Purchase Status - Leave as Confirmed. Ordered and Received purchases have not been reviewed and confirmed for the correctness

  • Check for accuracy before balancing - Check Runs CANNOT be Un-Balanced. Review and confirm all the payments are correct. If there is an error after balancing, the specific check(s) must be voided

 

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