How to manage checks in ERPLY Books

The following options are available right now for check management:

Printing check payments
Different check templates
Tracking check numbers
Bank import check number matching
Bank reconciliation check number matching

Track check numbers

If you wish to use checks, then enable “Manage checks?” under “Settings” -> “Configuration”.

When you have activated the rule, press the “Save” button and refresh the page.

This will show you the check number also under payments and when adding payments manually, you have a “Check” (in a photo “Cheque”) field for adding the check number.

Default check template

The default check format can be configured under “Settings” -> “Configuration” -> “Default check template”.

Here is a list of templates that we support:

QBO (3 on a page)
Bank of Bahamas
QBO (middle)
QBO (top)
DLM102 (middle)
W9085 (top)
HS9209 (top)
Banque Royale du Canada (top)
QBO (bottom)

If we don’t support your check format, then we can set it up. Please write to us with your request at support@erplybooks.com.

If you have chosen the default check template, press the “Save” button and refresh the page.

Print check payments

When your organization’s country is outside the EU and Australia, then the system will automatically think that you want to use check formats when you click on “Create payment file”.

Check printing works similarly to printing other payment files.

When paying multiple invoices to one supplier, it will combine them into one check.

If the check template is top/middle, it will add detailed invoice information at the bottom.

To create a payment file, go to “Purchases” -> “Purchase invoices” -> “Open payables”.

Choose the payment you want to create a file for and press “Create Payment File”.

Then, a window will open where you need to fill in the relevant fields. Choose how fast the payment is made and enter the charge bearer. If necessary, add “check no” by adding a column – it will add check numbers to every payment line.

The check number can be viewed later when you open the “Purchases” -> “Cash out”. There you will see the “Code” field.

When everything is added, press “Create Payment File” one more time. Then the payment file will download to your computer and you can choose to print it or send it via email.

When you create a payment file, it will automatically set the type as “Confirmed and payment sent to bank” under Purchase Invoices (“Purchases” -> “Purchase Invoices” -> “Purchase Invoices”).

NB: If you don’t see the “Mark as paid” button, then remove the global GLOBAL_DO_NOT_SHOW_MARK_PAID_BTN from global attributes.

If you want to use bank reconciliation, then also mark invoices as paid.

Bank reconciliation

Bank import

When you have a check number available in the bank statement, then:

The qif/ofx/qbo file systems will take the check number automatically if the file contains it
If you have a custom csv format, then while building the format you can add “check” as a column name
If the check number is available in the bank import, then the system will try to find and connect unreconciled check payments automatically

If you need to connect check payments in the bank import manually, then use this tutorial: https://www.erplybooks.com/manuals/card-payment-reconciliation/

Using ERPLY POS

When you are using POS and collect check payments, then make sure you select the payment method as CHECK. Also, you need to configure payment types correctly.

If you want to allocate all cash, card and check payments into unallocated funds, then select “Add payment type into payment description?” under ERPLY settings. This makes it easier to connect payments in bank reconciliation.