Summary

The Check Detail report displays a filtered list of Accounts Payable module checks. The detail version of the report will display the invoice line items paid by the check and the report will group and total checks by vendor.

The Check Detail report can be used to print the detail line items that do not display on the check stub. For example, if a check has more than 30 line items all of the detail line items will not display on the check stub if you are using long the check stub format (AP> Utilities> Setup> Checks tab> Check Type drop-down menu> Long Check Stub). You can check the Print only overflow checks toggle on the Check Detail window to view all of the detail line items associated with checks that have line items that do not display on the check stub.

Step by Step

1     Open the Check Detail window (AP> Reports> Check Detail).

2     Complete the Print Options section.

• The Check Date From and Check Date To fields are used to filter the checks that display in the report by the check date.
  • The check date is set during the Checks step (AP> Computer Checks> Checks) of the Computer Checks process.
  • The check date of an AP manual check is set during the Enter Manual Checks step (AP> Manual Checks> Enter Manual Checks).
• The Check Number From and Check Number To fields are used to filter the report by check number.
  • If you are using blank check stock (AP> Utilities> Setup> Checks tab> Use blank check stock toggle), the check number is set when the check is created in the Checks step (AP> Computer Checks> Checks) of the AP Computer Checks process.
  • If you are not using blank check stock, the check number is set during the Check Register step (AP> Computer Checks> Check Register) of the Computer Checks batch.
  • Check dates are entered on AP manual checks in AP> Manual checks> Enter Manual checks> Check Date field.
  • If the checks are ACH checks, the check date is the check date entered in AP> Computer Checks> Checks> Check Date field.
• The Batch Type drop-down menu is used to select the type of checks you would like to include in the batch.
  • Select Computer to include checks that have been created in AP> Computer Checks.
  • Select Manual to include checks that have been created in AP> Manual Checks.
    • Manual checks are generally used to record checks that have been created outside the application.
• The Batch Number field is used to filter the report by a specific AP Computer or Manual Check batch. Click the Batch Number field search button to select an AP batch number from a list. This will open the Batch Selection window.
  • Both committed and uncommitted batches will display in the window.
  • Make sure the same type of batch that is selected in the Batch Selection window is also selected in the Batch Type field on the Check Detail window. If you select a Computer Check batch but Manual is selected in the Batch Type drop-down menu, no information will display on the report.
• The Report Type drop-down menu is used to select the level of detail you would like to display on the report.
  • Select summary version of the report will display the vendor number, GL account number attached to the vendor record, check number, check date, invoice number, invoice total and check total. The summary version of the report will not include the invoice line items on the report.
    • If there is a GL account attached to the vendor record (AP> Maintenance> Vendor> Details tab> GL Account Number field) it will display on the report. This information is included on the report because, by default, invoice line items created for the vendor will default to the GL account attached to the vendor record.
  • Select detail if you would like to include the invoice line items on the report. This will add the invoice line item date and description to the report.
    • Selecting detail will enable the Print general ledger accounts toggle which allows you to include the GL account number attached to the AP check line item on the report.
  • Both the summary and the detail version will total the checks included on the report by vendor and will also display a report total.
• Select the order that the checks will display on the report in the Sort By drop-down menu. The selection in this field will not affect how the report is totaled or grouped.
  • Select vendor number if you would like the checks to display by vendor number.
  • Select vendor name if you would like the checks to display by vendor name. This will add the vendor name above the vendor number on the report.
• Check the Print only overflow checks toggle if you would like the report to only display the checks with line items that did not display on the check stub to be included on the report.
  • If you are using the long check stub format (AP> Utilities> Setup> Checks tab> Check Type drop-down menu, Long Check Stub), only 30 detail line items will display on the check. When the Print only overflow checks toggle is checked, only checks with more than 30 detail line items will display on the report.
• Check the Omit void checks toggle to prevent voided checks from being included on the report.
• Check the Print general ledger accounts toggle to include the GL account on the Invoice line items on the report. This toggle will only be enabled if you select Detail in the Report Type drop-down menu since the Summary version of the report will not display the invoice line items.
  • If this toggle is checked a column titled Line Item Account will be added to the report.
• Check the New page for each check toggle if you would like each check included on the report to display on a separate page on the report. This option is generally used in conjunction with the Print only overflow checks toggle in order to display all of the detail line items on a single page.
• Check the Print invoice description toggle to include the description of the first invoice line item on the report. This will only display the description of the first line item on the invoice; it will not display all of the invoice line items.
  • This toggle will only be available if Summary is selected in the Report Type drop-down menu because the invoice line item description is already included on the detail version of the report.
  • If there is a reference number attached to the invoice but no line item description, the reference number on the invoice will display on the report. If there is an invoice line item description, the invoice line item description will display.
• Check the Print invoice reference toggle to include the reference number attached to the invoice on the report. The reference number is entered on the invoice, not the invoice line item.
  • This option will only be available if Summary is selected in the Report Type drop-down menu.
  • If you are printing the report in Detail format, the reference number will only display on the report if there are no descriptions entered on the invoice line items.

3     Print the report.

• Once the required report settings have been specified, click the Print button   to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Scheduled printing has not yet been enabled for reports generated from process batches. This functionality will be released in an upcoming service pack.
• Users can also regenerate a report with the same configuration as a prior report via the report history section. This can help improve efficiency when an identical report is frequently generated.
  • Once a report has been generated, the date and time it was generated will display in the report history accessed via the Expand Arrow button on the right side of the window.
  • Expand the report history and click on a previous report record to automatically populate the report criteria with the criteria specified on the previously generated report. This section will display the last three times the report was generated.