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Print Payable Checks [6006] |
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Module Description |
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This module allows you to print Aid Checks or Vouchers that were previously “Approved” and “Forwarded to Accounting” by Financial Aid. When Payable Checks or Vouchers are printed, the Aid Checks Module, Student Tuition Accounts and other related accounting records are automatically updated to reflect these checks as PAID.
·Page Margins should be set to a specific setting before printing checks or vouchers. See instructions below for print settings.
·Before checks are payable and appear in this module for check printing, they must first be approved and FORWARDED to ACCOUNTING by Financial Aid in the Check Processing Module TRX 5030. |
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Fields |
Description |
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Key |
Refers to the number sequentially assigned for each entry under the logged in school or campus |
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All Students |
Generates checks approved for payment under the selected Award Year for ALL Students |
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Select Student |
Generates checks approved for payment under the selected Award Year for ONLY the Selected Student |
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All Award Years |
Generates checks approved for payment under ALL Award Years |
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For Award Year |
Generates checks approved for payment under the Selected Award Year ONLY |
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Show Future Dates |
Generates all checks approved for payment that have a future scheduled disbursement date. |
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With Status: For Check Printing |
Generates pending checks that were approved for payment but have not been printed |
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With Status: Posted |
Generates a list of checks with PAID status |
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Aid |
Generates checks for the selected Funding Type |
PRINTING CHECKS
1. If there are existing checks previously approved by Financial Aid and FORWARDED TO ACCOUNTING, the screen to display will list ALL payable checks from the current Award Year for ALL STUDENTS. You may select to only view specific checks by entering an Individual Student and/or selecting a specific Type of Aid from the AID dropdown box.
TIP: Selecting SHOW FUTURE DATES will list checks that were approved and forwarded to Fiscal by FA and have scheduled payment dates in the FUTURE.
2. Click Go To Check Printing.
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3. The screen to display is Check Settings. Here the number of the Last Check printed will automatically display along with Today’s Date. Fill in: the Check Number you wish to start printing with. Click Process Check.
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4. Select the checks you wish to print by selecting the small box located in the upper left hand corner, or specific checks by selecting the small box located to left of each student’s name. Click Check Preview.
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5. A preview of the check will display. Ensure your Page Margins are properly set as per the check printing steps below.
6. Complete the Cash Request Form and fax to RGM at (323)730-8701 Att: Felicita. When the funds are processed an E-Payment and Students’ Roster will be sent to the school.
REPRINTING CHECKS
1. [6006] Print Payable Checks.
2. Enter the Award Year in the “For Award Year” field at the top.
3. Select Posted in the “With Status” dropdown at the top.
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4. You may leave the Aid dropdown defaulted to ALL, or select a Specific Type of Aid.
5. After the list of posted checks appear, Click the Go To Check Printing Button at the Bottom.
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6. You may click “View All Checks” or click Date Range and enter a Specific Date Range of when the checks were printed.
7. Click Get List.
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8. Select the checks you wish to print and click the Check Preview button OR avoid selecting individual checks and click the Reprint Check button and enter a range of check numbers.
9. Click Check Preview.
10. Click Print.
Computer Settings for Printing Checks
We do recommend Mozilla Firefox but you are still able to use Internet Explorer to print checks. The reason we recommend Mozilla Firefox is because they use a standard process when making any updates to their program. On the other hand, the updates from Microsoft on the different versions of Internet Explorer are not standard, which may cause many compatibility issues.
Below we have provided the instructions for both browsers.
1)First click on FILE on your menu bar on the Browser you are using i.e. Firefox, Internet Explorer etc.
2)Next go to PAGE SET UP.
3)The printer you are using will determine the margins you will need. The margins displayed when you open page setup are only a starting point, you may have to adjust the margins for proper alignment. A good base setting when using Mozilla Firefox may be to set the Top, Left and Right margins to 0.3 and Bottom margin to 0.0
Browser and Printer combination may require you to adjust your margins.
1)Remove checkmark on the little box-shrink to fit
2)Set to Portrait and Letter
3)Remove all headers and footers
Note: Checks and vouchers may have a slightly different alignment.
We recommend you follow the steps above for checks or vouchers.
On the following pages we show you an example what areas you need to work with in the page set up.
First image shows an example of the page set up screen using Mozilla Firefox as your browser. The second image shows an example of possible margin settings for Mozilla Firefox- Again, you may need to adjust the margins.
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