Overview

You can combine invoices into one check when multiple invoices are received from the same supplier/vendor or when a check has been duplicated.


When you combine two or more forms into a single check, the total number of characters available in the Re field across all combined forms is 180. Review the total characters entered on each form before printing the check.


Before you begin


  • Use the same supplier/vendor (from the pick list, no variations in the supplier name) on each form you want to combine into one check.
  • If two or more forms are combined into a single check, the combined total for the Re field is limited to 180 characters.
  • To calculate the remaining space, add the number of characters entered in the Re field on each form, then subtract that total from 180.


Steps

  1. From the Main Menu, go to Expense > Issue Checks - Disbursements.
  2. Complete the Issue Checks form for the first invoice you are paying for a supplier/vendor.
  3. Select an existing supplier/vendor from the board vendor list or, if allowed, save new supplier/vendor details.
  4. Review the text entered in the Re field.
  5. Select Form.
  6. Select Add Form to enter the next invoice.
  7. Select the same supplier/vendor from the list used on the first form.
    • If SchoolCash finds an existing unposted check for the supplier/vendor, a dialog box opens asking to combine the checks.
  8. Click OK.
  9. In the Combine Checks dialog box, review the number of checks to be combined.
  10. Click Continue.
  11. Complete the next Issue Checks form.
  12. Review the total number of characters entered in the Re field across all combined forms.
    • The total character limit for the combined check is 180.
    • For example, if one check includes four forms, add the number of characters entered in the Re field on form 1, form 2, form 3, and form 4.
    • Use this calculation: 180 - (total characters entered on each form of those to be combined).
  13. Repeat the form-entry process as needed to combine additional invoices for the same supplier/vendor.
  14. Print the statement.

Outcome

The check forms are combined into one check to print for the supplier/vendor.


Troubleshooting

  • The Combine Checks dialog does not appear - Confirm that all forms use the same supplier/vendor selected from the supplier/vendor list and that the supplier/vendor has been added to the supplier/vendor list.
  • Ensure the supplier/vendor name is the same on each form.
  • The Re field text is too long on a combined check warning is received - Review the number of characters entered in the Re field on each form and make sure the combined total does not exceed 180 characters.