Cheques are printed on pre-printed forms. Due to their sensitive nature, they’re handled under the Special Forms utility under Shared Reports. You can limit access to this feature to trusted employees.
Issuing Cheques places them on the special forms print queue. This allows the correct forms to be loaded into the printer.
Printed Cheques
Cheques that don’t have electronic banking information must be printed. Navigate to [h] Shared Reports, then [a] Print Special Forms, then [b] P/R – Cheques.
All cheques queued for printing are displayed exactly as they will print.
Ensure the cheque stock is loaded and select ‘Print’. When you leave the print preview window, you will be asked if you want to purge the print queue.
If the cheques have printed correctly, clear the print queue. This ensures the next time the forms are printed, only newly issued cheques will print.
If you discover a problem, you can use the issue the cheques again, this time using the reprint option.
Electronic Funds Transfer
If the cheque has electronic banking information, it can be sent electronically to the employee’s bank account. This procedure requires two separate abio users to approve the transfer.
Navigate to [h] Shared Reports, then [a] Print Special Forms, then [f] Approve EFT Batch.
Batches can be either accounts payable cheques or payroll cheques. This is an example of a batch that’s already been approved.
Selecting the batch displays the cheques included in the batch.
When you leave the screen you are offered options for dealing with the batch. Approve is no longer an option, as two approvers have already approved it.
Because this batch has two approvers, we can transfer the cheques electronically. Navigate to [h] Shared Reports, then [a] Print Special Forms, then [d] P/R – Electronic Funds Transfer.
Select the EFT batch to transfer.
Send to Printer
If you check the Printer box, a copy of the Direct Deposit cheques will be sent to your printer.
Sent to Email
If you check the Email box, individual cheque advice reports will be emailed to the employee’s EFT email.
Electronic Transfer file
When you exit the Electronic Funds report, you will be prompted to create the export file.
You’ll be prompted for a location to save it, and a confirmation report will display.
The file name is the batch number followed by the company’s T4 and EFT submissions prefix.
The file will be formatted for the type of EFT selected in your company file. When you remit this file to your bank, they will complete the electronic file transfers.
When you close the confirmation report, you will be prompted to purge the EFT batch:
Doing so will ensure there’s no duplicate payments.