Print Queue
The Print Cheque Queue module is an essential tool for businesses that frequently handle cheque transactions. It compiles all transactions marked for later printing into a print queue, facilitating the seamless printing of cheques. This module is designed to optimize the cheque printing workflow, enhancing both accuracy and efficiency.
By leveraging the Print Cheque Queue module, businesses can achieve precise and efficient management of cheque transactions. This not only conserves time but also minimizes the potential for mistakes.
Cheque Print Preview
At the top of the Print Cheque Queue module, you'll find the Cheque Print Preview. This section visually represents the layout of your cheque. By selecting a record from the Print Queue section, the corresponding details will populate this preview, offering a precise preview of how the data will appear on the printed cheque.
Print Queue Records
The bottom section of the module displays all the transactions queued for printing under the "Print Later" option. By default, this section shows only the records added by the currently logged-in user. However, you have the option to view all records by deselecting the Show My Records Only checkbox.
Show My Records Only
Toggled on by default, this allows you to view only records added by the current user. Uncheck to see all system records.
Print Queue
Displays key details such as payee name, payment reference number, and payable amount.
Save Changes
Allows you to save modifications made to queue records.
Print Batch
Initiates the printing of selected cheques.
Mark as Printed
Allows users to mark selected records as printed if the cheques have been printed outside the system, facilitating efficient queue management.
Batch Printing Cheque
The "Print Batch" option allows you to print multiple cheques at once. When you click on this option, you are navigated to the "Print Batch" screen. From here, you can set the sequence in which the cheques will be printed as well as assign a starting cheque number to the batch.
Print Batch Fields
Print Seq
The sequential order assigned to each cheque within the batch for printing purposes. Please note that you can arrange the cheques in the order of print sequence by using the drag icon in first column.
Date
The date when the cheque is issued.
Ref#
Reference number associated with the cheque transaction.
Type
The type of transaction for which the cheque is issued.
Payee
The name of the individual or business the cheque is payable to.
Payee Display Name
The name of the payee as it will appear on the cheque.
Cheque#
Unique number of the cheque.
Currency
The currency in which the cheque amount is issued.
Starting Cheque Number
The field allows you to enter the initial cheque number assigned to the first cheque within a batch of printed cheques. The subsequent cheques in the batch will have their numbers automatically incremented.
Print Queue Search
The module's lower section features a search field that enables querying the queue records. You can conduct searches based on various criteria, including the payee name, transaction type, reference number (ref#), currency, and cheque amount.
Creating and Printing a Cheque
In XoroERP system, a cheque can be issued for various payments, including vendor bill settlements, outgoing payments, or customer deposit refunds. While there is no dedicated module to issue a cheque, you can create cheques in Xoro by marking your transaction (Bill Payment, Outgoing Payment, or Sale Tax Payment) with a Payment Method of “Cheque”. From there, you have the option of assigning it with a cheque number, auto-assigning it, or printing the cheque later as part of the cheque queue.
Furthermore, you can manage all your cheques from the "Cheque Centre". To void a cheque, you can go to the "Void Cheque" module.
Creating a Cheque
To create a cheque, begin by initiating a payment (say bill payment). In the payment module, select "Cheque" as the payment method and click on "Pay Bill". You will be navigated to the "Assign Cheque Numbers" module.
Assign Cheque Numbers Fields
Payment Date
This field displays the date of the payment.
Vendor
This field shows the name of the payee.
Amount
The payment amount is captured in this field.
Cheque Number
This field allows you to manually input a cheque number for the payment. You can also choose to auto assign the cheque number.
Name On Cheque
This is an editable field that allows you to enter the recipient's name, which will be printed on the cheque. The vendor name will be populated in this field, by default.
Print Cheques Later
Select this option if you prefer to generate a batch of checks for printing together later, perhaps at the end of the day. When this option is selected, no number will be assigned to the check at the time of payment.
Auto Assign
The system maintains an internal record of check numbers. If you choose to auto-assign a cheque number, the system allocates the next sequential number based on the existing check numbers in the system. For example, if the last recorded check number in the system is 100, the system will designate 101 as the number for the current check.
Printing a Cheque
There are multiple ways to print a cheque, depending on whether you want to assign a cheque number and immediately print off a cheque or if the cheque is added to a queue to be printed later.
From the payment module
To instantly print the check, navigate to the payment module, such as the Bill Payment Centre, Outgoing Payment Centre, or Tax Payment Centre, and follow these steps:
In the payment centre, find the concerned payment. You can use the advance search to find payments with "Cheque" as the payment method.
Select the payment and go to Options > Print to generate the cheque template.
Alternatively, open the payment and go to Options > Print. From the payment screen, you also have the option to modify the Payee Address and Display before printing the cheque.
On selecting the option to print, a cheque template will open, allowing you to proceed with printing the check.
**Note: This cheque template's layout can be customized to match your specific check format.
From the Print Cheque Queue module
The cheques added to the queue to be printed later can be printed from the "Print Cheque Queue" module using the steps below:
Navigate to the Print Cheque Queue module.
Here, you can see all the cheques added to the later queue.
Select the record you want to print and click "Print Batch".
After arranging the cheques, enter the starting cheque number. This cheque number will be assigned to the first cheque and each subsequent cheque will be assigned the next consecutive number in the sequence. Then, click "Confirm".
Select the cheque template and click on "Print Preview" to see access the cheque template and print the cheque.
Cheque Centre
The Cheque Centre displays all transactions in the system that have their cheque numbers saved. Use this module to view and edit these transactions.
Cheque Centre Fields
Cheque Date
This field shows the date on which the cheque was issued.
Cheque Number#
This field displays the unique identification number assigned to a specific cheque. This number is printed on the cheque and is crucial for banking and accounting purposes. It helps in tracking, recording, and organizing cheque transactions.
Type
This field shows the type of payment made through the cheque, such as Bill Payment, Outgoing Payment, Vendor Prepayment etc.
Ref#
This field captures the payment number associated with the cheque.
Payee
This field captures the name of the person to whom the payment has been made.
Currency
This field shows the currency of the cheque.
Amount
This field displays the amount of money being paid through the cheque.
Create Datetime
This field displays the date and time of the payment.
Created By
This field displays the name of the user who initiated the payment.
Modified Datetime
This field displays the date and time when any changes were last made to the cheque transaction.
Modified By
This field displays the name of the user who made the changes to the transaction.
Is Reconciled?
This flag shows whether the transaction has been reconciled or not.
Double-click on the Transaction line and a pop-up with the Payment detail will open.
Void Cheque Centre
The Void Cheque Centre shows all the transactions that had cheque numbers saved and then were voided. Use this module to track voided cheque transactions.
Void Cheque Centre Fields
Cheque Date
This is the date on which the cheque was originally issued or written.
Cheque Number#
This column records the unique number assigned to the cheque for tracking and identification purposes.
Type
This column displays the type of transaction associated with the cheque, such as outgoing payment or refund.
Ref#
This column stores the reference number linked to the transaction.
Payee
The individual or entity to whom the cheque is payable. This identifies the recipient of the cheque.
Currency
This column indicates the currency in which the cheque is denominated, such as USD, EUR, etc.
Amount
This column displays the numeric value of the cheque.
Create Datetime
This column records the date and time when the cheque record was created in the system.
Created By
This column displays the username of the user who created the cheque record.
Modified Datetime
This column records the date and time when the cheque record was last modified.
Modified By
This column displays the username of the user who last modified the cheque record.
Void Datetime
This column records the date and time when the cheque was voided or cancelled.
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