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Completing a Check Run in ChainDrive POS

This guide walks through the process of completing a payment check run in ChainDrive POS, from reviewing aging invoices to printing checks. The check run feature allows you to efficiently process multiple vendor payments in batch rather than printing individual checks.

Prerequisites​

Before starting a check run, ensure:

  • All relevant invoices have been posted in the system
  • The invoices you want to pay are approved (not in TBA status)
  • You have sufficient bank account balance for the payments
  • You have check stock loaded in your printer (if printing physical checks)

Step 1: Access Supplier Aging​

  1. Navigate to: Purchases → Suppliers → Supplier Aging

  2. In the Supplier Aging window, you'll see options for:

    • G/L Currency and Rate type are related to currency conversions. As we do everything is USD this is not relevant to us.
    • Aging Date selection
    • Open Aging button

Step 2: Review and Filter Invoices​

  1. Set your initial view:

    • Check "Select by Date" box
    • Set your desired "Aging Date"
    • If no date is set the current date is used
    • Click "Open Aging" to load invoices

  2. Review the displayed invoices which show:

    • Invoice numbers
    • Due dates
    • Current balances
    • Available discounts
    • Supplier information

  3. Optional: Apply additional filters by clicking the "Filter" button to narrow down the invoices based on criteria like:

    • Specific suppliers
    • Date ranges
    • Amount thresholds
    • Currency types

  4. The Supplier Total tab can be used to review hte diffenre t

Step 3: Approve Invoices​

Step 3: Setup Check Run Parameters​

  1. Click the "To Pay On" button in the toolbar

  2. In the payment selection window, set your criteria:

    • Enter the "On or Before" date
    • Select payment basis:
      • Due: Include documents due by the specified date
      • Discount: Include documents with discounts expiring by the date
      • Hold Release: Include documents with holdback releases by the date
    • Check additional options as needed:
      • Include credit notes
      • With discount only
      • TBA (To Be Approved) items

[Screenshot: Payment selection window with criteria options]

Step 4: Configure Check Run Settings​

  1. Click the "Payments" button to access check run settings

  2. In the check run configuration window, specify:

    • Check Date options:
      • Use latest due date
      • Use earliest due date
      • Use specific date
    • Payment restrictions:
      • Pay only with checks (toggle)
      • Force Discount on Past Due items (Yes/No)
      • Pay Hold Back Amount Before Release
    • Balance handling:
      • How to handle suppliers with balance ≤ $0.00
      • Options for via transaction or via check

[Screenshot: Check run configuration window]

Step 5: Generate and Review Check Run​

  1. Click the "Generate" button to create the check run based on your settings

  2. Review the generated check run list showing:

    • Suppliers to be paid
    • Check amounts
    • Included invoices
    • Payment details

[Screenshot: Generated check run review screen]

Step 6: Print Checks​

  1. After confirming the check run is correct:

    • Click the "Print" button in the toolbar
    • Select your check printer
    • Verify check stock is loaded properly

  2. In the print dialog:

    • Confirm check starting number
    • Select print options (if available)
    • Choose print mode (Test/Final)

[Screenshot: Check printing dialog]

  1. Process the check printing:
    • For test prints: Review alignment and formatting
    • For final printing: Confirm to proceed with official check printing

Important Notes​

  • Each supplier will receive ONE check to clear ALL selected items
  • Suppliers with negative balances will be skipped if "DO NOT PAY" is selected for balances ≤ $0.00
  • TBA (To Be Approved) transactions are automatically skipped during check runs
  • Always verify bank account balances before processing large check runs
  • Consider running a test print before processing final checks
  • Keep check stock secure and maintain proper check number sequences

Troubleshooting​

Common issues and solutions:

  1. Missing invoices in check run:

    • Verify invoice approval status
    • Check filter settings
    • Confirm due dates fall within selected range

  2. Print alignment issues:

    • Run test prints before final printing
    • Verify printer settings match check stock
    • Ensure correct check stock is loaded

  3. Balance discrepancies:

    • Refresh Supplier Aging view
    • Verify currency settings
    • Check for recent payments or credits

Next Steps​

After completing the check run:

  1. Verify all checks printed correctly
  2. File check copies according to your organization's procedures
  3. Update any relevant payment tracking systems
  4. File documentation for audit purposes