Accounts Payable Check Storage

Why is it Useful?

Users can now save and store copies of Account Payable checks in Image Manager, in which the process is initiated at the time of check posting. Checks will be stored using our standard check format (APCHECK1).

Note This feature is being released in Patch 20.

How Does it Work?

The following setup must be completed to enable the check storage process in Image Manager for on-premise customers.

Note for cloud customers Open the Document Types screen under Imaging > Setup. Click on the Copy Default Document Types button at the top of the screen and the CMiC AP Cheque document type should be available to select and copy. Once copied, this document type will attach to the default source that was initially set up and will copy the required flysheet, which is then attached to the document type. Security to the flysheet and document type will be assigned to the Standard and Accounting Groups automatically. The setup details described below are not required.

Pgm: IMGDOCTP – Document Types; standard Treeview path: Imaging > Setup > Document Types

At the time of check posting, the check images will be stored to a specific imaging document type. The standard document type available will be named "CMiC AP Cheque".

The document type created must be flagged as active by checking the 'Active' box in the Active column on the document type's row.

Next, the document type will be assigned to the Program Generic Name of "AP Cheque Backup" and will need to be assigned to an Imaging Source. This is done by clicking the [Source Assignment] button at the bottom of the screen.

Pop-up window launched from [Source Assignment] button on the Document Types screen

Pressing the [Source Assignment] button launches a pop-up window which provides the source for the document type. In the screenshot above, the document type is "CMiC AP Cheque" and the source is "Source1".

Pgm: IMGFLYFM – Flysheet Definition; standard Treeview path: Imaging > Setup > Flysheets

Ensure the flysheet by the same document type name is enabled and linked to the document type as indicated in the previous step. This flysheet will be used to capture the particulars of the Check record.

Imaging Control screen; standard Treeview path: Imaging > Setup > Imaging Control

Once this document type is activated, you will find the AP Check Document Type and AP Check Source fields listed under the Image Manager section in the Imaging Controls screen. This will be done automatically. You will need to select "Check Capture" in the Program Type field. When finished, press the Save button in the Image Manager section header, as shown in the screenshot above. If changes are not saved, this process will not produce the check backup in Image Manager.

NOTE: There can only be one document type and source used for this process.

Pgm: SYSOPT – System Options; standard Treeview path: System > Setup > System Options – Financials tab

The 'Store Image of AP Checks and Stubs at Posting Time' box will need to be checked on the Financials tab of the System Options screen in the System Data module to allow for storage of check images.

Refer to the following Accounts Payable articles on CMiC Assist for information on how to prepare automatic and manual checks for posting:

• Accounts Payable - Prepare Checks (Automated Check Generation)

• Accounts Payable - Manual Checks & Deposits

Image Manager; standard Treeview path: Imaging > Image Manager

Once the check has been posted, it will be available to view in the Image Manager screen, as shown above.

 

To learn more about some of the latest features released in this patch, return to Patch 20 Highlights.