Revised:  09/01/2017

How to Set Up a Check Book

Go to Maintain>>Check Books

• Check Book ID - Enter a unique check book identifier. Although the field will accept up to 15 characters in length, the check book ID should be no more than 4 characters in length.  The ID may be numerical, alphabetical, or a combination of both. It may be associated with a general ledger cash or savings account number.

• Enter a Description for the check book.

• Enter the Route number if checks are printed on blank check stock.  If checks are printed on pre-printed check stock, this field may be left blank.

• Enter the Account Number assigned by the bank.  This field may be left blank unless your check format prints this information on your checks.

• Select a Type.  This should be Standard Checking.  If you feel you need a different selection from the menu, please contact your Horizon Support Representative.

• Last Check #1 - Enter in the last check number used, or one number less than the starting check number.

• • Check numbers cannot be restarted/reused within a Check Book.  If you need to restart or reuse check numbers, please setup a new Check Book ID.

• Last Electronic - Enter in the last electronic number used.  This is an arbitrary number, the program will then sequentially assign a number to electronic/EFT payments.

• Description 1 & 2 are available for users to enter any additional information for the check books.  These fields may be left blank as they are not used by the system.

• Check Format - Leave this field blank.  Only use this field if instructed by a Horizon Technician.   A default check format for Accounts Payable is set in Settings>>Accounts Payable Settings on the Check Processing tab under Check Information.  

• Print Order - may be set to Vendor Name or Vendor Number.  Check printing will use the selected order.

• Use Check Overflow Sheet may be left unchecked unless the following applies: 

• • You should check this box if you want to use an overflow sheet and are using one of the following AP Check Formats:  071, 073, 075, 091, 187.

  • You can find your check format number under Settings>>Accounts Payable Settings

• G/L Number - enter or select the general ledger cash account number associated/linked with this checkbook.  This is needed if Receipt Processing or Unclaimed Property will be used.  You may leave this field blank if not using Receipt Entry or Unclaimed Property in the Financial module.  

• • The Description for the selected G/L Number will be displayed.  If a general ledger account number is not selected, the description will be blank.

• Segment - If using GL Balancing Control, enter the Control segment value that this check book is in.  Revenue Entry will only allow GL accounts in this control segment to be used.

• UnClaimed G/L - If, in the Financials module, you will be using the Unclaimed Property process, enter or select a general ledger account number to serve as the liability account when unclaimed entries are created.  This field may be left blank if the unclaimed process will not be used.

• Go to the Check Layout Information tab

Quick Links>>Reset Check Book Lock

• Should only be used with extreme caution.  You can see who has locked the checkbook by looking to the bottom of the Check Book Master.  Be sure to contact that user before unlocking the check book.  If they have posted all current check processes you can hit the Reset Check Book Lock button on the Quick Link bar to free up the check book for new processing.

Check Layout Information

Check Layout Information may be skipped if you are using pre-printed check stock and not blank check stock.

• Company Information - If the company information is not preprinted on the checks, enter the company name, address, city, state and zip on the Line 1 through 5 below.  Otherwise leave these fields blank.  A special check format is needed to print the information on blank check paper.

• Bank Information - Enter the bank name and address in these fields for printing on blank check stock.  If using pre-printed checks, leave these fields blank.

• Adjustments - Vertical, Horizontal and Justification information are used with some check formats to adjust where the company and bank information will print.

Stub Layout Information

Stub Layout Information may be skipped if you are using pre-printed check stock and not blank check stock.

• First Stub Description - This area is only used with some check formats.  If your check is preprinted with this information, leave this field blank.  The same description may be entered for both the first and second stub descriptions.

• Second Stub Description - Enter a description to print on the second check stub.  This area is only used with some check formats.  If your check is preprinted with this information, leave this field blank.  The same description may be entered for both the first and second stub descriptions.

• Enter numerical Vertical Stub Adjustments for the First and Second Stub if needed.  This information is only used with adjustable check formats used to print stub information on blank check stock.

Signature/Logo Information

Logo Information

• Logo Path/File - When printing a company logo on your checks, input the system path and name of the file in this field.  This is not a required field and may be left blank.

Note:  This feature is only used if the check format supports it.

For example:

H:\HorizonSoftware\somecompanylogo.bmp

• Logo Position Fields - Enter numerical information for the following or contact a Horizon Technician for assistance:

• • Left Position

  • Right Position

  • Top Position

  • Bottom Position

Signature Information

• Signature Path\File - To print signature(s) on your checks, input the system path and the name of the file in this field.  This is not a required field and may be left blank.

Note:  This feature is only used if the check format supports it.

For example:

H:\HorizonSoftware\somesignature.bmp

• Signature Position Fields - Enter numerical information for the following or contact a Horizon Technician for assistance:

• • Left Position

  • Right Position

  • Top Position

  • Bottom Position

• Require Password - You may password protect the ability to print signatures on checks by inserting a check mark in this field.  Checks can still be printed without inputting the password during Check Processing Wizard, but the signatures will not print on the checks.

Note:  Once passwords have been required and setup, the system will not allow the removal of the require password checkmark until the passwords have been removed.

• Add Change Password - Click this button to bring up the Add/Change Checkbook Password utility if Require Password has been checked

• • Old Password

  • • If you are adding a password for the first time, leave this field blank as there is no old password.

    • If you are changing the password, enter the old password in this field.

  • New Password - Enter the new password in this field.

  • Reenter Password - Reenter the new password in this field.  If you enter the new password incorrectly you will receive an error message.

• Signature Limit - A dollar amount may be entered, when applicable.  The program will not print a signature on any check whose dollar amount is greater than the dollar amount entered in this field.

Format Adjustments

• Leave format adjustments blank during setup.  

• • Adjustments should be entered after test printing a check.  Not all check formats are adjustable.

  • If you have another check book that has format adjustments entered and you are using the same check stock, you may copy the format information from the other check book.

Positive Pay

These fields are used with version 16 or higher Financial module.

Positive Pay information is used with the Financial module's Create Positive Pay program.  For a Payroll Checkbook, this page may be left blank.

If your bank has indicated that they need a file showing AP payments made from this checkbook that will be drawn from your account, then this information should be filled in according to the bank's specifications.  If you need assistance, please call the Horizon Help Desk.

General Setup

• Select one of the following Pospay Format options:

1. • N/A

   • Bank of America

• Enter the network path and folder information where the created file will be saved.

For Example:

H:\HorizonSoftware\Pospay

• Enter the FTP Address given to you by the bank.  This is where the file is to be sent.

• Enter the User Name assigned or created for the bank transfer.

• Enter the Password assigned or created for the bank transfer.

Signing and Encrypting

• Enter Signing Key(s) for the transfer.

• Enter Encrypting Key(s) for the transfer.

Click Save