Clear Checks

Use Clear Checks to mark outstanding checks as cleared, but not yet reconciled, by the Bank Reconciliation process.

NOTE that items reconciled by the Bank Reconciliation process do not show in the Clear Checks grid, as they have been fully processed.

Clear Checks can be used for organizations that do not perform Bank Reconciliation but want to know if the checks have cleared the bank.

The following items appear in the grid.

Note

Refer to the Filter Button topic to improve your search results.

You can also click the column heading for any column to sort the list, and an arrow appears next to the column label to indicate whether the list is sorted up or down.

Grid Header

Bank

The bank the check is drawn on. Click the lookup to select a bank from the Select Bank pop-up. The selected bank's name appears next to the field.

Buttons

Select a button to define the checks to display in the grid.

Outstanding checks (default)

Select this button to display checks that have not cleared the bank on which they were drawn.

Cleared Checks

Select this button to display checks that have cleared the bank on which they were drawn.

Both

Select this button to display both outstanding and cleared checks in the grid.

Select Checks to clear from file... (button)

Use this button to upload a file of checks to process (Method 2).

Click the button to open the Checks to Clear from file pop-up form. Use the form to locate the file to upload and import.

Refer to Method 2 - Uploading a File for the import procedure and the Import File Format for more information.

Grid

Select items in the grid to process (Method 1).

Check #

The check number of the check to process.

Amount

The check amount of the check to process.

Status

The status of the check of the check to process: Outstanding or Cleared.

Check Date

The check date of the check of the check to process.

Cleared Date

The date the check cleared the bank for Cleared checks. If the check is Outstanding, this field is blank.

Vendor ID

The identification for the Vendor that is the payee of the check.

Short Name

The Vendor short name for the vendor that is the payee of the check.

check boxes (unlabeled)

Check the boxes to select checks individually for processing.

Or, select the "check all" check box at the top of the column to process all checks that appear in the grid.

Refer to Procedures in this topic for more information.

NOTE: The reason you would select the "check all" check box at the top of the column is to toggle all the check boxes to the opposite state (all Outstanding become Cleared and all Cleared become Outstanding).

The system shows the message Select Yes to Continue along with a count of the items to be processed. The message that appears is related to the number and status of the checks in the grid that you will be processing.

For example, the message could read:

Select Yes to Continue

checks to process with status of cleared: 5

checks to process with the status of outstanding: 3

Cancel / Yes

When you select Yes, the five Cleared checks would become Outstanding and the three Outstanding checks would become Cleared.

Refresh button

Click Refresh to refresh the list on demand.

When you check or uncheck a box, the system immediately updates that item. By clicking Refresh, you get a new list based on the criteria selected in the header (Cleared, Outstanding, or Both). For example:

If you want to clear some Outstanding checks, click the Outstanding Checks button in the header. Only checks with the status Outstanding appear in the grid.

Add check marks to the checks you want marked as Cleared, which immediately causes the status of the check to be updated to Cleared (the Cleared Date updates and any check that is checked has the Cleared status). The checks, which are now no longer Outstanding, still appear in the grid.

To refresh the grid so that only checks that are currently Outstanding appear, click Refresh.

NOTES: With this method, use grid filter buttons to show Outstanding checks, Cleared checks, or Both, and then the select checks to process.

Outstanding checks appear in the grid with the box unchecked.
Cleared checks appear in the grid with a check mark in the box.
When a check is processed, the check mark is toggled to the other state, i.e.:

* unchecked (Outstanding) becomes checked (Cleared);

* checked (Cleared) becomes unchecked (Outstanding).

Use Method 2 if you want to upload a file of checks to process instead.

Procedure

Click Accounts Payable—Check Processing—Clear Checks. The Clear Checks grid appears.
Click the lookup and select the Bank that the checks you want to work with are drawn on.
Select an option to populate the grid with the checks you want to work with: Outstanding checks only, Cleared checks only, or Both outstanding and cleared checks.
Use Filter buttons to filter the grid so that you see only the checks you want to work with.
Click the "check all" check box to select/deselect all the checks in the grid for processing. Or, select individual checks for processing. Refer to the Fields list for help.

NOTE that when you "check all," a confirmation message (Cancel/Yes) appears. This is helpful because it indicates how many checks you are processing, as the grid may consist of more than one page, all of which will be affected. To complete processing, select Yes, and the Cleared Date column updates. Otherwise, select Cancel.

NOTE that when you check/uncheck individual checks in the grid, "processing" occurs immediately upon checking or unchecking the check box, and you will see the Cleared Date update.

This form is used to import a check file and process the checks in the file. To open this form, in the grid header select the button, Select Checks to clear from file...

Refer to this procedure for details: To Import a Check File and Process Checks.

Fields

Choose File / Browse... (button)

Click the Choose File or Browse... button and the Open window appears so you can choose an ASCII file to import. Note that the label you see depends on the browser you are using.

Format

Select from the drop-down the file format for your ASCII file. Refer to Import File Format in this topic for details on the valid file formats.

Options

Select an option that tells the system what to during processing.

Process valid entries, report summary of checks and exceptions (default)
Process valid entries, report cleared checks and exceptions
Cancel process if any exceptions are found

Upload and Import

When all other selections are complete, click on this button to upload and import the ASCII file.