Once you have written check transactions in Shepherd's Staff, unless the entry represented a check that you either have already written or plan to write by hand, you'll want to print that check out of Shepherd's Staff. The steps below will walk you through this process:
Note: We recommend using Print Revolution (formerly known as Forms Plus) as a check stock provider for printing checks. Print Revolution offers check stock that is specifically designed to work with Shepherd's Staff.
Note: Only checks in the pending status can be printed.
- In the Finance module, click on "Other Reports" and then click "Print Checks"
- Select the book you want to print checks from in the "Books" field, and the bank account the check will be coming from in the "Bank account" field.
- The "Starting number" will determine what the check number will be on the first (or only) check you print out. Each check you print out after this one in the sequence will be incremented up by 1.
- The "Check date" determines the date that the check(s) will be posted for within Shepherd's Staff, this date will also be printed on the check(s).
- Next, you'll be presented with several options for your check. Each option is explained below:
- Print the total amount in words - This option prints the check amount on each check out in words, i.e. "One hundred" for 100.
- Include "Dollars" and "Cents" - This option, when used in conjunction with the previous option, will include the words Dollars and Cents after the words.
- Boldface the name and address - Change the Name and Address fields on the check to be printed in bold instead of a standard font.
- Hide heading on top stub - On the top stub of a check, this will hide the column headings for the line items listed on the stub.
- Canada CPA format - This alters the check format to be compliant with the Canadian CPA format checks.
- Show deductions as negative - On the check stubs, any liabilities that have been entered as negatives to represent deductions, for example on a paycheck, will be shown as negative numbers.
- Do not print the memo line - This option prevents the memo line from printing on the check
- The "Check position" field defaults to "Middle of page" checks where there's a stub for the check printed both above and below the check, but you can also select the "Top of page" option to print off a check where the check is on the top part of the page, and you have two stubs below it, if your check forms are set up in this way.
- The Printer and Paper Source fields allow you to select which printer and which tray on your printer you want to print these checks from.
- The "Adjust print position" section allows you to adjust the margins on your check printout to better fit your checks. You can adjust the top, left, and bottom margins. As you increase the Top margin, the bottom margin will be decreased. Each number represents a 1/10th of an inch adjustment. The top margin margin can be set between 3/-3, as can the left margin. The bottom margin can be set to 4/-4.
- The grid at the bottom of the window will show you all pending checks, with their payee, memo and total amount. If you want a check to be included in your printing, make sure the checkbox in the "Print?" column is checked for that check.
- Click "Preview" to see a preview of what will be printing onto your check stock. Clicking the "Checklist" button will provide you with a report that will show you a list of all your checks you have set to print.
- Click "Print" to print your checks.
- The next window will let you confirm if your checks printed correctly. If all of your checks printed onto your check stock properly, make sure the "All of my checks printed correctly" option is selected. If none of your checks printed right, or you want to cancel out of check printing, choose "None of my checks printed correctly, or I want to Cancel". Finally, if some of your checks printed right, but there were mistakes on other checks, choose "Only some of my checks printed correctly" and in the grid below, check off the checks that printed off properly. When finished, click Continue.
- Any checks that have been designated as printing correctly will be removed from the check printing grid.