Print Checks (Write Checks/Drafts)

MotilityAnywhere has a built-in check writer that allows dealers to create and print checks and auto-draft transactions. The check writing system automatically tracks accounts payable, floorplan, and floorplan interest balances. You can also track accounts receivable credits such as customer deposits and refunds through the check writer. Quickly check your bank balance directly from the check writing screen, eliminating the need to run a report. There is also a built-in auto check writer that allows you to write checks in batches, print remittance reports, and invoices due reports. The check writer can also be configured to require approval before printing checks. This provides an extra level of security for the organization.

Write a Check

Pay an Entity Without an Outstanding AP / Accounts Payable Balance

Pay an Entity With an Outstanding AP / Accounts Payable Balance

Pay a Customer Refund

Pay Toward a Floorplan or Floorplan Interest

MICR

Write a Check

1. Open the Accounting module.
2. Select the Print Checks (Write Check/Drafts) option from the menu tree on the left-hand side of the screen. This will open a popup window.

3. Select the checking account you want to use in the Cash Account Number field in the upper left. This will show a list below of that account's checks and auto-drafts that have been created for the current month.
4. Click the Create Check button to start a new check. This will close the check list and open a new, blank check on the Check Details screen.

5. At the top of the screen, you will see the check list. This allows you to quickly review multiple checks. You can open a check from this list by clicking over the check row.
6. The Info section contains check information, including the check date.
7. The Payee section allows you to add an entity. You may select the magnifying glass or choose the Add Existing Entity button to open a search window to be able to look up the check recipient. Alternatively, you may select the Add New Entity button to enter an entity new to your dealership.

8. If you used one of the search options an Entity Search window will open.
9. Enter the search term.
10. Set the Search By field to use the correct criteria.
11. Click the Search button to show a list of results below.
12. Choose the entity by clicking over their row in the list of results.
13. Click OK to confirm your selection. Once you’ve selected an entity, their information will be displayed in the Payee section on the Check Details screen.

Depending upon the entity selected, the steps going forward will change according to which type of check you’re writing.

Pay an Entity Without an Outstanding AP / Accounts Payable Balance

If you are writing a check directly to a customer, supplier, or employee that doesn‘t have an outstanding payable balance:

14. Use the bottom general ledger section to complete the transaction.

Note: The Entity # field should contain the entity # of the customer/supplier/employee selected and the Entity Ref. should contain a reference number that will be assigned to the transaction. This ensures that the check can be found on the entity’s AP/AR Info pages in the CRM for later reference.

15. Once the transaction has been balanced and all of the corresponding check information is correct (PC, GL account, check type), save the check.
16. Select the print button in the lower right when finished (if creating an actual physical check). This will update the status to Printed and the next available check # will be assigned. Otherwise, you can change the status to update the status without printing a check.

Pay an Entity With an Outstanding AP / Accounts Payable Balance

When an entity with outstanding AP balances is chosen, each invoice will be listed using a unique reference number, with the amount owed in the column to the right.

14. You can either pay the full amount by clicking the Pay button on the far right or you may type in a specified amount to be paid in the Pay Amount field to the upper right. A discount may also be applied here using the Discount field. Once you fill in the Pay Amount or click the pay button, a transaction line will be created on the bottom to the debiting the AP account selected and crediting your checking account. This will then clear the payable from the entity once the check is saved and printed.

You can use the ellipsis button next to the transaction line to view documents attached to the payable (receiving ticket, GPO, finance deal), the “V” button to view the source document of the payable, the “J” button for specific job information and the “$” for relevant tax information.

You may pay more than one invoice with one check by clicking the Pay All button or by individually clicking Pay on each invoice you want paid this check; just make sure to use the Memo field to identify what invoices the payment is for. You may then print the check when you are finished and continue with a different entity’s payables to be cleared.

15. Select the print button in the lower right when finished (if creating an actual physical check). This will update the status to Printed and the next available check # will be assigned. Otherwise, you can change the status to update the status without printing a check.

Pay a Customer Refund

After selecting the customer as the entity:

14. Change the check type to select Customer Refund.

If the customer has an outstanding balance, they will show the same way that an entity with an outstanding AP balance is shown. You can follow the same steps to refund the customer.

Pay Toward a Floorplan or Floorplan Interest

Once you've entered the floorplan company as the entity:

14. Change the check type to Floorplan Interest. This brings up a list of units with a FP balance.
15. Type the amount of the interest payment in the Pay Amount column of the correct unit(s). This will create the appropriate accounting transactions below.

Curtailments are quite the same, except the check type is Floorplan.

MICR

If the MICR information isn't printing on a check from MotilityAnywhere, you will need to verify your local printer's settings. Since this is controlled through your computer and printer, please contact your local IT to troubleshoot the MICR font and printing.