Introduction to Check and Remittance Form Fields

This appendix contains information on the fields you can use to design a check or remittance form. The forms design features and functions are documented in the Check and Remittance Forms chapter.

The Master information (Check and remittance forms) menu selection allows you to define an unlimited number of check and remittance formats. The fields available for printing are most of the fields from the A/P open item, vendor and CTL bank account files. This appendix describes each field that is available for printing on the check or remittance form.

Check Design

When selecting a Header Stub or a Stub Total and Check field, you are selecting the same set of fields for each. Therefore the field descriptions in this appendix are arranged in two groups: Header Stub/Stub Total and Check fields and Stub Line fields.

Header Stub fields print at the top of the form, while the Stub Total and Check fields print at the bottom of the stub and on the check. These fields are from either the vendor file, the A/P open item file, or they are calculated fields based on data in the A/P open item file.

Stub Line fields print in the middle of the stub, between the Header Stub and Stub Total and Check fields. Stub Line fields relate to each invoice being paid from the A/P open item file.

Stub information is only entered once, even if your check form has two stubs. Whatever is defined for one stub, it will print the same on the second stub.

Remittance Forms Design

A remittance form type is more like an order. There are Header, open item Line and a Total fields.

When selecting a Header or a Total field, you are selecting the same set of fields for each.

Stub Header \ Stub Total and Check Fields

The following table lists the fields available from the Header stub, Stub Total and the Check field groups. The same fields are available for both groups, but certain fields may not be appropriate for one or the other.

The Stub total fields and the Check fields have a particular relationship.

Stub total fields

This group includes a special stub total line. It is always the first line for this group, and when used, it is normally the first line after the stub details.

Never put any field on the stub total line, unless you include the Total amount on stub field.

The stub total line is not restricted to just the Total amount on stub field. You may also use any of the other fields from this Stub Total and Check field group as long as the Total amount on stub field is also used.

Check fields

The entry of check fields must be after the stub total line and usually starts about 9 to 10 lines down the group. Minimally, the check should include the Total amount on check, Vendor name, Check date and Pay amount lines 1/2/3 fields. Additionally, you can include your company name/address and any of the other fields that are appropriate.

	Stub Header \ Stub Total and Check Fields
Field #	Field Name	Description
1	Blank line	When this field is selected, no other data is printed on the line, even if it is defined.
2	Vendor no.	Vendor number
3	Vendor name	Vendor name This is a required field for printing on checks. If you entered a pay-to address, the pay-to name will print
4	Vendor last name	Vendor last name. If you entered the vendor as a person’s name, it prints the last name on the stub header.
5	Vendor first name	Vendor first name. If you entered vendors as a person’s name, it prints the first name on the stub header
6	Vendor address 1	First vendor address line. If you are using a pay-to address, the pay-to address will print
7	Vendor address 2	Second vendor address line. If you entered a pay-to address, the pay-to address will print
8	Vendor city	Vendor city. If you entered a pay-to address, the pay-to city will print
9	Vendor state	Vendor state. If you entered a pay-to address, the pay-to state will print
10	Vendor zip code	Vendor zip code. If you entered a pay-to address, the pay-to zip code will print
11	Vendor country	Vendor country. If you entered a pay-to address, the pay-to country will print
12	Vendor phone 1	Phone number for the first vendor contact.
13	Vendor phone 2	Phone number for the second vendor contact.
14	Vendor fax 1	Fax number for the first vendor contact.
15	Vendor fax 2	Fax number for the second vendor contact.
16	Vendor email 1	Email address for the first vendor contact.
17	Vendor email 2	Email address for the second vendor contact.
18	Vendor contact 1	Vendor contact 1
19	Vendor contact 2	Vendor contact 2
20	Vendor reference no.	Vendor reference number
21	Vendor federal ID #	Vendor federal identification number
22	Vendor terms desc.	Vendor terms description
23	Company address 1	Address 1 from Company information.
24	Company address 2	Address 2 from Company information.
25	Company address 3	Address 3 from Company information.
26	Company display name	The display name from Company information.
27	Company phone number	The phone number from Company information.
28	Company report name	The report name from Company information.
29	Total amount on stub	This is the total check amount and this field is only intended for printing on the stub. Do not print this field on the check. For a remittance form type it will print in the header or totals area depending on which field group is selected.
30	Check number	Number for check or ACH being printed.
31	Check date	Date for check/payment being printed.
32	Pay amount line 1	This is the alphanumeric representation of the check amount. For example: One thousand, Twenty Four Dollars and 25/100. This field and Pay amounts 2 and 3 are required fields for printing on a check. Pay amount 2 should be under Pay amount 1 and Pay amount 3 should be under Pay amount 2. For a remittance form type the pay amount fields will print in the header or totals area depending on which field group is selected.
33	Pay amount line 2	See line 32 for a description.
34	Pay amount line 3	See line 32 for a description.
35	Total amt. on check	This amount is printed on the check. This field is required on a check and only intended to be used on the check. For a remittance form type it will print in the header or totals area depending on which field group is selected.
36	Bank account number	This is the bank account number for your bank. It is from the vendor file.
36	Bank code	This is from the vendor file. Banks are entered in Ctl Banks menu selection.
38	Payment type	This will print the payment type. It is from the vendor file.
39	Laser form label	When you print forms to a Company information laser printer you are asked for the number of copies and to enter a label for each copy. This field is for printing the field label. NOTE: IF you are printing to Windows printer then the label will print regardless.

Stub Line Fields

The following fields, from the A/P open item file, are available for entering stub lines. When using a remittance form type these fields are the lines.

If you want to show the discount taken, use field 16. If you want to show the net amount paid, use field 17. There are other fields available that show amounts and you can use these as well. However, there is a particular relationship between fields 13 through 17. This is explained after the field list.

	Stub Line Fields
Field #	Field Name	Description / Notes
1	Blank line	When this field is selected, no other data is printed on the line, even if it is defined
2	Item voucher no	Open item voucher number
3	Item purchase order no	Purchase order number
4	Item dist. date	Distribution date
5	Item invoice no.	Invoice number
6	Item invoice date	Invoice date
7	Item due date	Due date
8	Item discount date	Discount date
9	Item orig invc amt	Original invoice amount. Only use this field if you want to show the original invoice amount from an invoice that was partially paid. As an example, with pre-programmed formats 1 and 2, it is the third column from the left. However, in the case of format 1, the third column could also be field 12.
10	Item orig disc amt	Original discount amount. Only use this field if you want to show the original discount amount from an invoice that was partially paid.
11	Item orig retg amt	Original job cost retainage amount
12	Item inv balance	Invoice balance. As an example, with format 1, this amount becomes the third column from the left when a previous partial amount was paid.
13	Item disc balance	Discount balance
14	Item curr part amt	Current partial payment amount
15	Item curr disc amt	Current discount amount
16	Discount to take	Discount to take. This is a calculated field. You should use this field when you want to show the discount amount being taken for the item.
17	Net balance on line	Net balance for the line. This is a calculated field. You should use this field when you want to show the net balance being paid.
18	Item reference	Reference for the open item

There is a particular relationship between fields 13 through 17. These bullet points explain this relationship.

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When field 14 is greater than zero it will print this value into field 17 and field 15 will print in field 16.

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If field 14 is zero, field 12 will print into field 17. If there is a discount to take, field 13 prints in field 16. If a discount cannot be taken, field 16 is zero.

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When a discount can be taken, field 17 is based on the previous 2 calculations minus field 16.