On my checks there is a place for a description, which is G02 on the designer format. Where does this generate from within AP?

Hi, Holiday,

G02 prints in the Advice Detail - Advice body cash section of a check specification.

When you create a manual check for 'Cash Invoice', it prints the Description you enter (if any) in the Edit Check Detail window.

Thank you that helps in some ways....but on a normal Invoice batch where would G02 generate from?

Hello:

Spec G02 only prints something on "Cash Invoice" cheques. If you look at the Advice in the Forms Designer, you will see 2 sections, one labelled "Advice body (cash)" and the other "Advice body (detail)". You can place it in both sections but it will be blank on the regular Payment cheques. It will only print on the Cash Invoice cheques.

So I'm guessing there is no way to produce a description on a normal cheque, just a cash invoice?

Hi Holiday,

A 'normal' check (as opposed to Cash Invoice type manual checks) is for paying vendor invoices on file. There are two ways to pay vendor invoices: one is via a manual check batch, and the other is via the print/post checks and advices.

In both cases above, the L14 spec code can be used to print the description from the Invoice. This code is available for 'normal' checks (not cash invoices) for the advice detail section.

The M20 spec code (listed within the 'Company Information' section on the spec list, for some reason) will print the Description found for a Manual Check (either a payment or a cash invoice), the field immediately below the Check Date. If you do 'Normal' checks from a manual check batch, you could put code M20 anywhere in the advice - probably best in the header or footer (not the detail) because in the detail it would simply repeat for every payment/distribution.

There are also 4 descriptions on the second tab of manual checks (payments or cash invoices) that can be printed using spec codes M14 to M17. Again, these descriptions are best used in an advice header or footer, not the detail section.

If you print your checks via the Print/Post checks and advices function, the only description you can enter is the one in the 'Pre-Check Register' area of the first screen. Is this the description you want to print on the checks? If so, this description is currently not available to print on checks and if it was, it would be the same for every check.

Perhaps if you let us know which function you use for generating and printing checks, and which description you want to print on the check, we can give some suggestions.

One tip that has worked for me: if you sometimes use the manual cheque processing to pay regular (previously entered and posted) invoices and sometimes for Cash Invoices, put the appropriae fields for both in the Cash details section of the form, right on top of each other. Since one or other will always be blank, the appropriate ones will print in each case.