Check Printing

What is it and what is it for?

When you register an Account Payment, a Bill Payment (applied to vendor bills) or a Vendor Prepayment and pick a Payment Type marked as a check, that document is left pending its physical check printout. As soon as it's authorized, it automatically shows up in this inbox — you never have to hunt for it document by document.

The list only shows payments that meet all three conditions at once: they are authorized, not voided, and not yet printed. As soon as you print a check it disappears from the list; if you need to print it again, you must first mark it as "not printed" from its own source document.

Each row shows the document type, its number, the check number (if it already has one), the date, the beneficiary, the bank account and the amount, with direct links to the document, the vendor (when it applies) and the bank account. When you print, AdmCloud automatically uses whichever design you assigned to that bank account: a Bank Check Printing Format (coordinate-based, on a canvas) or a Check HTML Template (for PDF printing, useful for dot-matrix printers).

How to use it

1. Create the payment with a check payment type. When registering an Account Payment, a Bill Payment or a Vendor Prepayment, choose the bank account the money comes from and a Payment Type configured as a check.
2. Decide who assigns the check number. If you check the To Print box, AdmCloud will assign the next available number from that bank account when you print (the account must have automatic check numbering turned on); if you leave it unchecked, you type the Check Number yourself.
3. Authorize the payment. Only already-authorized payments show up in this inbox; one that's still pending authorization or was rejected cannot be printed yet.
4. Open Check Printing. You'll see every check payment pending printout across all your bank accounts, ordered by date, document type and number.
5. Click Print next to the check you need. A new tab opens with the design already laid out on the coordinates or template configured for that account, and your browser's print dialog is triggered.
6. AdmCloud automatically marks the check as printed as soon as the print view is generated. If it was set to number itself, the next number from that account is assigned right then and the counter advances. The check disappears from this list.

Key capabilities

• A unified inbox of checks pending printout from three different sources: Account Payments, Bill Payments and Vendor Prepayments.
• Only shows payments that are already authorized, not voided and not yet printed; it updates itself as you authorize or print documents.
• Direct links from each row to the source document, the vendor or contact (when it applies) and the bank account.
• One-click printing in a new tab, without leaving the list or opening the full document.
• Automatically uses the design configured on the payment's bank account: Bank Check Printing Format (coordinate-based) or Check HTML Template (PDF).
• Automatic, sequential check numbering on print, if the bank account has it enabled and the payment was marked "To Print".
• The permission to reprint an already-printed check is independent from the permission to print for the first time, for better audit control.

Key fields

Validations and messages when printing

• The check must exist and not be voided: if the source document was voided after appearing on the list, it can't be printed.
• It must be authorized: a payment still pending authorization or rejected can't be printed.
• Reprinting requires the additional permission: if the check was already marked as printed, it can only be printed again if you have the reprint permission; otherwise the system blocks it.
• The bank account needs exactly one printing design assigned: if it has neither a Bank Check Printing Format nor a Check HTML Template, printing is blocked; if it has both configured at the same time, the system also blocks it because it can't decide which one to use.
• If the account uses a Check HTML Template, that template must have its source code loaded and be explicitly marked as a PDF template; otherwise printing fails with a message pointing to which of the two conditions is missing.

Availability and permissions

• Available on every AdmCloud plan, starting from the Billing plan, since it uses the same "Payments" permission from the Banking module. On the Enterprise plan, it requires the Accounting module to be active.
• Access to view and print is controlled by the "Payments" permission; reprinting an already-printed check additionally requires the Payments reprint permission.
• For a check to actually be printable, the payment's bank account must have either a Bank Check Printing Format assigned (requires the Standard plan or higher) or a Check HTML Template marked as PDF.
• Automatic check numbering on print depends on the bank account having that option turned on; if it doesn't, you must type the check number by hand when creating the payment.

Tips and common mistakes