PR Check Print
PR Check Print prints paychecks for fully processed earnings in one PR Group and open pay period. Each run is a background job. While it runs, the pay period is locked (In Use By on PR Pay Period Control). Only sequences set in PR Employee Pay Seq Control to Payment Method = C-Check and Check Type = C-Computer print. Sequences with 0.00 earnings and 0.00 deductions, or a negative net, are skipped.
The Crystal report title comes from PR Company Parameters (Report Info / check-print report title). A custom report must accept the same parameters as PR Check Print / PR Check Print Stub: Company, PR Group, PR End Date, Comment. Missing report security stops check processing. US non-negotiable copies and SSN exclusion are company setup flags, not options on this form. Alignment / printer-offset is not documented in Vista Help for this form.
After checks finish, process EFT and direct-deposit stubs on their own forms (Processing PR EFT Payments, PR Direct Deposit Print).
Before you start
- Earnings for the period are fully processed for the sequences you will print.
- Pay sequences to print are C-Check / C-Computer on PR Employee Pay Seq Control.
- Check report title (standard or custom) is set on PR Company Parameters.
- Check stock and printer are ready. Job queue path if you need status: Main Menu > View > Display Job Queue.
Steps
- Open PR Check Print. PR Group and Pay Period Ending Date default to the last period this user accessed.
- Enter Paid Date (required; prints on the check; used for CM and PR Payment History). Paid Month defaults to that month/year. Paid Date and Paid Month should usually match (941 Schedule B). Paid Month must be the first or second month assigned to the pay period. Print and Refresh (Existing Checks) stay disabled until both are entered. Paid month drives month accumulations and CM/GL updates; tax reports, quarterly reports, and W-2s use paid month.
- Choose Sort Checks by (default Sort Name). Optional Restrict by Payment Sequence # plus Payment Seq #; unchecked prints all fully processed sequences.
- Confirm CM Account (defaults from the PR group CM account on PR Groups). An override updates PR Employee Pay Seq Control.
- Optionally use the Restrict By... fields that match the selected sort (see Sort options below). Optional Comment (stub message, up to 180 characters).
- Set Beginning Check # (defaults to next available, 1–9999999999) and Ending Check # (defaults to 999999999). If the ending number is reached first, assigned checks print, a message asks for more numbers, and focus returns to Beginning Check #. To correct a number, delete the old value first.
- Select Print, choose the printer, and confirm. Vista assigns check numbers and paid date, writes amounts, then prints the Crystal report. When the job finishes, In Use By clears and the job leaves Background Jobs.
Sort options
Restriction fields appear only for the selected sort. Unchecked restrict boxes print all employees.
| Sort | Order | Restrict fields |
|---|---|---|
| N - Employee Sort Name | Sort name | Restrict by Employee Sort Name; Beginning / Ending Sort Name |
| E - Employee # | Employee number | Restrict by Employee #; Beginning / Ending Employee # |
| J - Job, Check Print Order and Employee # | Current job on PR Employees, then Check Print Order, then employee # (blank job and/or order print first; leave Check Print Order blank to sort job then employee only) | Restrict by Job and Employee #; beginning/ending JC Co#, Job, and Employee # |
| C - Check Print Order and Employee # | Check Print Order then employee # (order from PR Employees Add’l Info and/or PR Employee Pay Seq Control; blank order prints first) | Restrict by Check Print Order and Employee #; beginning/ending order and employee # |
| W - Crew, Check Print Order and Employee # | Crew, then Check Print Order, then employee # (no crew prints first) | Restrict by Crew and Employee #; beginning/ending crew and employee # |
Failed prints, clear, and void
A failed or interrupted print can still leave numbers and paid info even if paper did not print. Clear or void those on Existing Checks. If the form closes early, the period stays locked. Unlock by clearing In Use By in PR Pay Period Control (only that user can clear it), or reopen PR Check Print, void non-printed checks, and rerun (that also clears In Use By).
Existing Checks lists computer checks for the period in the Beginning/Ending Check # range, ordered by check number. Narrow the range to the checks to reprint, then Clear or Void, then reprint with the normal print process.
- Clear Existing Check #'s (Numbers can be reused.) — typical when nothing was really printed (plain-paper test). Removes payment info from the pay-sequence record. If not yet interfaced, the number can be reused immediately. If already interfaced (PR Ledger Update), the row moves to the voided-payments file; reuse only after another ledger update removes it from CM detail and PR Payment History.
- Void Existing Check #'s (Numbers cannot be reused.) — paper printed but invalid. Optional Void Memo (up to 30 characters) stores with the void in PR Payment History and CM Detail. Clears the pay-sequence payment info and adds a voided-payment row regardless of interface status. Next PR Ledger Update marks CM / Payment History void.
PR Void Payment ( Void Pmt on PR Employee Pay Seq Control) voids computer checks, EFTs, and previously processed manual checks outside this print grid. Void Check # (with optional Void Memo) does not reuse the number; Clear Check # allows reuse. Voids clear CM Reference, CM Ref Seq #, EFT Seq# (if any), Paid Date, Paid Month, and zero totals so the sequence can be paid again. Clear and void both write HQ audit rows (review with HQ Audit Detail).
Computer-check CM Reference is assigned by PR Check Print and cannot be typed on the pay sequence; change an existing CM Reference only after Void Payment. CM Reference Seq defaults to 0 and is not changeable on existing computer checks or EFTs.
For closed periods when amounts must not change, use PR Check Replacement instead of reopening the period.