How to Print a Single Refund Check in Accounts Receivable for Sage 300

Before You Start

• Adapt the layout of the check forms shipped with Accounts Receivable to match your checks.
• Use the A/R Refund Entry screen to add the refund you want to print.
• In Bank Services, select the check form and enter the next check number for the payment bank.

To print a refund check:

1. Open Accounts Receivable > A/R Transactions > Refund Entry.
2. Add the check refund you want to print or display the refund you added before.
3. Click Check Payment, and then select the Print Check option if it is not already selected.
   After you add a transaction with Print Check selected, the Print Check button becomes available for you to print the check. You cannot print the check until you add the transaction.
4. Click Print Check.
   The A/R Print Checks screen appears.
   Notes:
   • The check stock is set in Bank Services, but you can change it here, if necessary.
   • An Advice file name appears only if you are printing separate payment advices.
   • The check status is “Not Printed.” When a check (and advice, if printed) is printed successfully, the status changes to “Printed.” If the check is printed, but you have not yet printed the advice, the status is “Advice Not Printed.”
5. Specify information for the check run, such as the check stock code, the check form, and the next check number to use. If you specify a check number that has been used before, Accounts Receivable may display a message, depending on your choice for the Check For Duplicate Checks option on the A/R Options screen.
   If you are not ready to print this check, click Close. When a message appears warning you that not all checks have been printed, click Yes to leave the A/R Print Checks screen, cancel the check run, and void the printed checks. (None were printed.)
6. Make sure your printer is ready, and then click Align to print an alignment check.
   The alignment check prints Xs in place of numbers and letters on a check form, so you can see that the check forms are inserted properly in the printer.
   Note: Alignment checks always print to your printer, no matter what print destination you selected for Sage 300.
7. If you are satisfied with the alignment check, click Print to print the current check.
   When the check has printed, a message appears asking whether the check was printed successfully. Do one of the following:
   • If the check was printed correctly, click Yes.
     If you are not printing a payment advice, Accounts Receivable posts the check information to Bank Services and closes the Print Checks screen, returning you to the A/R Refund Entry screen.
   • If you need to reprint the check, click No, and then reset the status of the check to Not Printed.
     To change the status of the check, do one of the following:
     • Double-click the Print Status column for the check number, or press Space in the Check Status column.
       If you printed Advices, then said No to the message that asked whether the advices were printed successfully, you will cycle through all three possible statuses by double-clicking.
     • Click Select Reprint Range.
       The Select Reprint Range screen appears, letting you specify a range of checks.
       Click OK to select the default range—which is for the one check you printed.
       After resetting the status to Not Printed, click Print again. (Unless you are printing Checks then Advices, in which case the button will change to Reprint.)
8. If you are also printing payment advices after printing checks (the choice of Checks Then Advices), a message appears when the check is successfully printed asking you to insert the advice stock in the printer and click OK. As for checks, you can confirm that you inserted the payment advice forms in the printer.
   Once the advice has been printed, confirm that it was printed properly—as you did with the check.
   Do one of the following:
   • If the advice printed correctly, click Yes.
     Accounts Receivable posts the check information to Bank Services, and closes the Print Checks screen, returning you to the A/R Refund Entry screen.
     Note: You cannot edit the refund entry or reprint the check once the information is posted to Bank Services. If necessary, you can delete the payment entry, which voids the check in Bank Services.
   • If you need to reprint the advice, click No, and then reset the status of the check to Advice Not Printed.
     To change the status of the check, do one of the following:
     • Double-click the Check Status column. You can reset the status to Not Printed (to reprint the check) or to Advice Not Printed (to reprint the advice only).
     • Click Select Reprint Range to reset the status to Advice Not Printed.
   • If the check did not print properly, but you cannot reprint it at this time, cancel the check run as follows:
     • Click No when asked whether the check was printed successfully.
     • Reset the check status to Not Printed.
     • Click Close.
       A message appears stating that not all checks have been printed, and asking whether you want to cancel the check run.
     • Click Yes to cancel the print run and void the current check number. (The number will otherwise be assigned a Void status when you reprint the check.)
       Note: If you do not cancel the check run, Accounts Receivable sets the batch status to Check Printing In Progress, and you cannot edit the batch until you reset the status to Open.

After printing checks

• Print the Batch Listing.
• Post the Refund batch.