Is there a way to get a Gridview that will produce a list of Vendor Invoices/CN's that were applied to a particular manual check including the Reference and Description fields from the original IN/CN?

AP Manual Check Journal provides everything except for the Reference and Description fields.

AP Transactions provides the Reference and Description fields but I can't filter it to only the transactions that were applied to the particular manual check.

Is there a way to achieve this?

Hi Susan

Not in one view.

It might be possible to create workspace with the two views you listed above (the manual check register and the transactions report), and link them so that when you double-click on a check number it will drilldown to the reference and description. I haven't tried it, though, because if you want a printed report this won't satisfy you.

Steve

It just occurred to me that I might be able to modify the cheque stub specification to print the Invoice/CN Reference and Description on the cheque stub in place of the Invoice Number for this particular vendor group. This would eliminate the need for a gridview report altogether.

If I'm successful at creating a new cheque stub spec, how can I get this information to print for vendors where we uncheck "print check". We don't always print a cheque because some of our vendors prefer the amounts to go on their receivable account. Still I need to provide them with a report of what they're being paid for.

Any ideas?

You could create a "cheque" specification that is really an advice that says "The following has been applied to your account" or whatever working is appropriate.

Basically this would be the standard cheque form with the banking and other un-needed into removed and would print on plain paper. If you leave the address block as is, the "advice" will still fit in a window envelope.

Hi Ralph,

How do I print the advise? Do I have leave the check mark in where it says "print check" and then print to the new specification instead of the regular specification? Or can I uncheck "print check" and only print the advice?

We use a different number series for computer printed cheques and manually recorded cheques so that we can recognize them easily when doing the bank recs.

Can there be multiple specifications available for the same bank? Can vendor groups be assigned to different specifications?

You could print this special spec as an 'Additional form'. Ensure that the bank is set up to allow printing additional forms. When you print a check, leave that box selected as usual. After the checks have printed successfully, a question will be asked whether you want to print additional forms, and here you pick yes. You then select the special 'advice-only' spec and either print, fax or email the additional form as desired.

Default specs are defined on the bank, not the vendor.

I tested this with back up data and it's looking really good!!! We can easily print an "additional form" immediately after printing a cheque and the additional form can be designed to print the IN/CN reference and description fields. This is exactly what we need!!

I have a couple more questions to fine tune this.

1. Is there any way to print the "additional form" other than immediately following printing a cheque?

Example: Sometimes we don't print a cheque. We uncheck the "print cheque" selection box and add the amount to AR instead. Would we be able to print an additional form in this situation?

Example 2: Sometimes we do pre-payments to our vendors. Later in a manual cheque batch we match up the invoices to the prepayment. Since the balance of the match up is zero, there is no cheque to print at the point of the match up. The vendor has already been pre-paid. Would we be able to print an additional form for the match up manual check batch?

2. When a cheque has been printed and the additional form has been printed, Adagio requires that you clear the advice information so you can close the print window. Does this mean you only have this one opportunity to print the additional form? Is there a way to go back and print an additional form later after you've cleared the advice information?

Hi Susan

To answer your questions in a general way...

You can only print the "additional form" immediately following printing a check. However, with PrintBoss by Wellspring Software installed, you can store a copy of the advices into an archive folder. It's like printing a copy to file at the same time you print a real copy.

It's true that you must clear the advices in order to complete the check printing process.

Steve

Okay then it sounds like "additional forms" will work for us when we actually print a cheque, but in the case where we've done a pre-payment we will have to find another method such as Gridview to produce a report on the match up.

Gridview actually works very well using AP Transactions to provide the Reference and Description fields but I can't filter it to only the transactions that were applied to the particular manual check. I get everything in current. Then I have to filter it manually in Excel.