Check Payments

Summary:  This article explains how Manage Payables users can configure and use checks as a payment method in Centime.

Payables Permissions: See each section below for specific access permissions. 

Article Contains:

• Activate Checks as a Payment Method
• Configure Checks Globally
• Configure Checks by Supplier
• Make a Check Payment
  • Check Cutoff Times
• View the Processed Check 
• View Check Status

Activate Checks as a Payment Method

To set up check payments in Centime, you must first ensure that all of your overall company and controlling information is complete and your financial institutions are connected.  Please follow instructions here on how to activate checks as a payment method. 

Configure Checks Globally

Required Permission: Manage AP email and payment settings

Checks can be configured globally by navigating to Settings > Payables > Payment Settings. Under Check payments, you can set your default funding account for checks and decide if you want to group check payments or not. These settings can be changed on the supplier level in a vendor's Supplier Profile. 

Configure Checks by Supplier

Required Permission: Manage supplier communications and payment settings

To configure checks on the supplier level, navigate to a Supplier Profile in the Payables module by clicking on their name in any of the tabs (Supplier, Documents, Unpaid Invoices, Paid Invoices). 

Once in a Supplier Profile, navigate to the Payments tab and expand the check section. 

These settings pull from the global settings detailed above. To deviate from the global settings, you can select a different bank account and modify payment grouping. 

In this section you can also specify the name you want to print on the check and the address the check is sent to. The information for these two settings pulls directly from your accounting system.

Make a Check Payment

Required Permission: Schedule payments and manage the AP workflow (recall, mark paid, post)

To schedule a payment on an invoice, click on the 'Pay' action in the 'Unpaid invoices' tab. 

Here users have another opportunity to modify the payment method and the default funding account for it by clicking on the payment method.

Select the invoices you'd like to pay and click Confirm. 

If you do not select a payment date, then the system will assume that it is the earliest possible date once approved. 

When you click Confirm, you will have one final opportunity to check the payment before clicking Confirm again which will send it to the payment approver (if payment policies dictate). Users can also add notes which appear on the remittance to the supplier upon payment release. 

Check Cutoff Times

Check payments that are authorized before 10:30am ET will be sent out the same day. If authorized after 10:30am ET, the check will go out the next day. US federal holidays also impact processing and mail times.

View the Processed Check 

Required Permission: Schedule payments and manage the AP workflow (recall, mark paid, post)

Users can view the digital image of the check sent to their Supplier by navigating to the Paid Invoices tab, and clicking on the payment method. Once expanded, there will be a 'View check' action which will reveal the invoice document. 

Please note that even if you decide to group payments to your supplier, the email remittance and the remittance on the check will display all the invoices that the payment pertains to for fast reconciliation. 

Checks sent through Centime are processed on paper containing the word "Void" lightly printed in the background. This will not impact the cashing of the check. If the check is copied or scanned, the word Void will become more prominent as a security feature and fraud protection measure. 

View Check Status

Checks statuses can be viewed from the Paid Invoices tab by clicking into the history. Statuses include:

• Check printing in process
• Check mailed
• Check at local post office
• Check at recipient post office
• Check delivered