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Printing checks

MLS users can print checks from MLS as a continuation of the process of entering expenses.

Enabling the check printing option in MLS

The check printing option must be enabled in MLS before you can print checks. In order to use this feature you must have special check stock, which is provided by your area office. If you do not have this check stock, do not enable this feature.

  1. From the Edit menu, select System Options.
  2. Select the Finances tab.
  3. Select Print checks to turn on the check printing capability of MLS.

Viewing the Print Checks screen

To view the Print Checks screen by itself:

  1. From the Finances menu, select Enter Expenses.
  2. On the left side of the screen, select Print Checks.

Print checks

Use this option to print checks for expenses that require a check. Before beginning, make sure you have loaded check stock in the printer and that the stock is in the correct numerical order.  

  1. Click on the check box next to each expense you want to print a check for. (You may click Select All if you want to print a check for each expense on the list.)
  2. Click Print/Authorize.
  3. In the Next Check Number field, make sure the check number is correct. If it is not, change it to the correct number. Click OK.
  4. For each check:
    • Review the check information. If it is correct, click Print.
      • If the payee is correct, but the address is blank or incorrect, you can adjust the address before clicking Print. Note that such address corrections are not permanent; use Add/Update Donor
    • For the first check in the set of checks, you will be presented with a Print dialog. Make sure that the correct printer is selected and then click OK.
      • Be aware that someone may have previously printed using a PDF print driver, so it is important to double check the selected printer.[1]
      • Subsequent checks in the series will be printed with no further confirmation of (or option to change) the selected printer.
    • Click Print.
    • After the check prints, click Yes (if the check printed correctly). If the check did not print correctly, see Misprinted checks below.

If you want to see the detail of an expense, click the reference number (for some checks the reference number will be "Not Printed").

When finished printing checks, click Next.

Check report

Once the checks have been printed, the next step is to print the check report. This report contains:

  • A summary of each check that was printed, including the check number, payee, description, category, and amount.
  • Signature lines for the priesthood leader and clerk.

Once the check report has been signed, file it with the other documentation for expenses.

Check stock

The check stock has three parts:

  1. The bottom portion is the actual check, which comes preprinted with security features. It contains a preprinted check number, which must be the same as the check number printed onto the check stock by MLS.
  2. The middle portion is the check stub. It should not be detached from the check but rather should simply be folded over before mailing.[2]
  3. The top portion should be detached and filed with the expense documentation

Misprinted checks

During the check printing process, after each check is printed you will be asked "Did the check print correctly?" If you answer no, you will be returned to the check so that you can attempt to print it again.

  • If you answered No because the check stock was not properly loaded and so the check was printed on blank paper, simply insert the check stock properly and continue on with the process of printing the checks.
  • If the check was printed on the wrong check stock, and the check stock with the assigned check number is no longer available, click Close and then begin the check printing process again, making sure that you select a new starting check number that corresponds to the next available check number.
  • If the wrong printer was selected (e.g., the check was sent to a PDF printer), click Close and then begin the check printing process again, this time taking care to select the correct printer.

For each misprinted check that was printed on the wrong check stock, cut out the signature block of the check and file the remainder with the voided checks. Such a check will not actually be a voided check, but since that check number will otherwise not be accounted for, it is important to retain the check stock for audit purposes.

For audit purposes, each misprinted check will be listed in two places:

Using windowed envelopes

Using the standard stationery order, a unit can order official windowed envelopes (at no cost to the unit). The check with its attached stub (middle portion of the check stock) should be inserted into the windowed envelope so that the payee name and address from the check stub appear in the window. After the check has been inserted in the envelope, it is helpful to tap the envelope so that the check is positioned at the very bottom of the envelope; this makes the address appear unobscured in the window.

Although the check can be inserted in the windowed envelope with the payee name and address from the actual check appearing through the window, this method does not align the address with the window as well, and it makes it obvious that a check is contained in the envelope, which may increase the risk of theft.[4]

See also

References

  1. No printer selection when printing checks Thread on the LDSTech Discussion Forum
  2. Handling Church Expenses   training lesson, slide 20
  3. Misprinted check Thread on the LDSTech Discussion Forum
  4. Check address block misaligned in envelope window Thread on the LDSTech Discussion Forum
This page was last modified on 25 September 2012, at 18:48.

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