This screen allows you to:
Change the print status of pending check entries from "On Hold" to "Ready to Print" and visa versa.
Before you begin:
Select the Maintain Payables Print Status option from the payables Menu which is located on the Accounting Menu. The Accounting Menu is located on the Main Menu.
All check entries have a print status. The print status is always either "Ready to Pay" or "On Hold". Only check entries whose status is "Ready to Pay" can be processed/printed (using the Process Payable Entries option on the Payables Menu). A check entry whose status is "On Hold" cannot be processed/printed until the status is changed to "Ready to Print". This process enables you to prevent a check from being processed until you are ready for the check to be processed. For example, you may have a cancellation refund check to process but are not ready to disburse the funds. You could simply change the print status to "On Hold" and this entry could not be processed. Once you decide to disburse the funds, you would change the print status to "Ready to Print" and the check entry could then be processed.
The print status to assign to automatic pending check entries is controlled by settings in the Payables Information option on the Control File Menu.
Prompt descriptions...
Select [Ready] to pay, on [Hold] or [Exit]:
Click [Ready] to search for checks that have a print status of "Ready to Pay".
Click [Hold] to search for checks that have a print status of "On Hold"
Choose search field: [All Entries] Category Code, Source code, Unit Number, Reservation Number, Date Range
This is a Select Prompt that is used to find check entries. You must choose a minimum of one search field. You may combine many of the search options. Once you have specified all the necessary criteria, you must choose the [Continue] option to continue (except the "All" option will proceed automatically). All matching entries will be displayed in a List Display. To change the print status of an individual check entry you would "select" the entry (highlighted the entry and press <Enter>). If the print status for the check entry is "On Hold", it will change to "Ready to Pay" and visa versa. You must, at some point, exit the List Display. To do this (as in any List Display) press [ESC]. If no entries were changed, you will be asked the "Reconcile all in list...." prompt described below. This prompt allows you to change the print status of all items that were displayed in the List Display. If entries were changed, the first prompt for this screen will be asked. Entries may be retrieved using the following options:
All will select all pending check entries whose print status is equal to the print status selected in the first prompt for this screen. The system will automatically proceed to the List Display.
Category is used to select pending check entries with a particular category. Check categories are defined in the control file. Each check, whether automatic or manual, is assigned a category. You will be prompted to enter a category code, clear a previously entered category code or select from a list of categories.
Source is used to select pending check entries with a particular source. The source denotes where the pending check entry originated. Only six predefined and unchangeable sources exist. The proper source is automatically assigned when pending check entries are created. The source ‘Canc Resv Refnd’ is assigned to pending check entries created due to the cancellation of a reservation that has paid money. ‘Sec Dep Refund’ is assigned to pending check entries created when a security deposit is due to be refunded. ‘Finalize’ is used for owner and travel agent checks that were processed/printed when owner statements were finalized (these entries are automatically placed in the archive check file because they have been processed). ‘User Keyed’ is for all manual pending check entries created using this screen. ‘Usr Key Reapply’ is assigned when a manual entry is made to "take" money from one reservation and apply the money to a different current reservation. ‘Auto Work Order’ is reserved for pending check entries created due to the posting of maintenance work orders either via the Accounting Menu or the Maintenance Menu. You will be prompted to enter a source code, select from a list of sources or ‘C’lear the previously entered source. The source codes are: CRR for canceled reservation refund, SDR for security deposit refund, FS for finalize statement entries (which would only be in the archive file), USR for user keyed manual entries, UKR for user keyed manual reapply to reservation entries and WO for work order entries.
Unit# allows you to select pending check entries that are for a specified unit. You will be prompted to enter the unit number or address or clear a previously entered unit.
Resv# allows you to select pending check entries that are for a specified reservation. You will be prompted for the reservation to retrieve or clear a previously entered reservation. Select options are available that allow you to retrieve from the current, canceled or archived reservation file.
Date Range allows you to select pending check entries that are within a specified range of process by dates. You will be prompted for the first date to include and the last date to include. You may specify, via the last date prompt, to include all entries less than or equal to the first date entered.
Reconcile all in list [Yes] or [No]:
This prompt is asked when exiting the List Display only if no items were changed. This option allows you to change many entries at one time. The key to using this method is that you have selected the proper items for display in the List Display. If you need to change the print status for a group of entries, and a few of the items in that group do not need to changed, the easiest method is to change all of the items using this prompt and then go back to the individual entries that you did not want to change and change them back to their original print status.
Click [Yes] to change the print status of all of the items that were shown in the List Display. If the print status was "Ready to Pay" it will be changed to "On Hold" and visa versa. The system will return to the first prompt for this screen.
Click [No] to not change the print status of the items that were shown in the List Display. The system will return to the first prompt for this screen.