Print expense reimbursement payment copies

Print copies of expense reimbursements you've already confirmed. You can print non-negotiable copies of original printed reimbursement cheques, as well.

The Print Payment Copies page also lets you send emails to employees, notifying them of expense reimbursements that you've issued. You can set up automatic payment notifications for employees, or use the Print Payment Copies page to send notifications for payments you've already issued.

Subscription

Time and Expenses
Regional availability

All regions

User type

Business
Permissions

Expenses

  • Print cheques: Run

Print payment copies

Printing payment copies is a two part process similar to running a report. First, you set filters for Intacct to find the group of payments you want; second, you select items for print.

  1. Open the Print Payment Copies page from one of the following applications:
    • Accounts Payable
    • Expenses
    • Cash Management
  2. To see all payments sorted by cheque, in the Print Payment Copies page, select View.
  3. To refine the list of payment copies to print, select Customize to return to the Print Payment Copies filters page. Follow the steps in Customizing and printing payment copies below.
Copies of the cheque contain the same information as the original cheque. If any information changed since the cheque was paid originally (for example, if the contact name or address has changed), the copies won’t reflect those changes.

Customize and print payment copies

Before printing copies of your cheques, you can select the time period and range of cheques to include as well as specify a sort order for the printed cheques. For example, you can print a payment copy for a specific employee paid last quarter. Used effectively, filters can bring up just the items you want, so you can quickly select and print without scrolling through long lists of payments.

  1. Select the payment period from the dropdown menu, or enter the start and end dates you want the printing run to cover. If you do not specify a payment period, the system uses the current month to date.
    • You can specify either the payment period or the start and end dates, but not both.
  2. Set the filters to get the specific data you want.
    • Filters enable you to include or exclude specific types of data, such as banks, employees, and cheque numbers. As a general rule, to get fewer and more precise results, set more filters.
  3. Sort the cheques.
  4. Select the checkbox for each cheque to print.
    You can select or clear all checkboxes in a column by selecting the diagonal arrow icon at the top of the column.
  5. To add a detailed cheque stub or employee stub to the payment copy, select Print Detailed Cheque Stub or Print Detailed Employee Stub, respectively.
  6. Select Print copy.
    Intacct displays a PDF version of your payment copies marked as "Non-Negotiable."

    7. Make sure that your printer settings are set to print cheques at their actual size (without scaling) and the orientation is set to Portrait.

Field Description

Select to Print Copy

Select this checkbox for each cheque for which you want to print a copy. The system creates a PDF file that contains a copy of each cheque you selected.

Print Detailed Cheque Stub

Select this checkbox for each cheque for which you want to add transaction details to the cheque stub.

Print Detailed Employee Stub

Select this checkbox for each cheque for which you want to add transaction details to the employee stub.

Set time period 

You can use one of the pre-defined payment periods available from the Payment Period and As of Date boxes, or create your own payment period using the Start Date and End Date boxes.

  • In the Time Period section:

    EITHER

    • Select the Payment Period down arrow, and then select the time period you want.
    • Type an As of Date (the date that the system will use as a baseline for the period you select. Leave blank for today's date).
    OR

    Type a specific start date and/or a specific end date. (If you prefer, you can also specify these dates by selecting the icon next to the each date box to open up a calendar window, and then selecting the date you want.

The following table describes each item in the Time Period section of this page:

If you complete all the time period boxes (that is, if you fill in the Payment Period and As of Date boxes in addition to the Start Date and End Date boxes), the system bases your print job only on the specified start and end dates. It ignores the Payment Period and As of Date specified.
Time Period Box Notes Limitations

Payment Period

These periods are relative to the As of date.

All periods begin on the first day of the period, such as the first day of the month, quarter, or year that you select.

Only works with As of Date. Does not apply if you select a Start Date or an End Date.

As of Date

Leave this box blank to use today's date.

Only works with Payment Period. Does not apply if you select a Start Date or an End Date.

Start Date, End Date

Leave the Start Date blank to include all information from the earliest date of your Sage Intacct data up to and including the end date. Leave the End Date blank to include all information from the start date up to today.

The format must be MM/DD/YYYY

Set print filters

Use the filters to focus the results of your print job. In effect, filters enable you to isolate and assemble just the data you want. You can set any combination of filters.

  1. To select the types of payments to include in your print job, select the Payment Method dropdown, and then select the payment type to include (cheque, credit card, record transfer, or cash).
  2. To select a particular , select the dropdown, and then select the account you want to include.
    3. Administrators can pre-set a default bank account on the Configure Cash Management page (Company > Admin > Subscriptions > Cash Management > Configure). For multi-entity shared companies, you can set a default bank account on an entity-by-entity basis.
  3. To show results for specific suppliers, use the From Supplier and To Supplier dropdowns.

    4. All From and To field pairs work the same way. Use them to get search results in as broad or as fine a range as you need, from everything in the system down to a single specific object.

    To run this report for a single object:

    1. From the From dropdown list, select the object you want.
    2. From the To dropdown list, select the same object.

    To run this report for a specific range of objects:

    1. From the From dropdown list, select the object that you want at the beginning of the range.
    2. From the To dropdown list, select the object that you want at the end of the range.

    To run this report for all objects:

    Leave both fields blank.

    If you have a large number of objects or the report takes too long to process, use the From and To fields to run a series of smaller reports. For example, you can run five reports, one each for objects whose names begin with A-E, then F-J, K-O, P-T, and U-Z.

    An object is a catch-all term that refers to any specific data item in the system. Customers, suppliers, items, and accounts are all examples of objects.

    1. To filter the report by entity, type the name of the entity in the Entity box, or select the down arrow, and then select the entity you want from the list that displays.
      2. You must enter or select an entity if you want to run this report at the top level. The system uses the entity you specify to determine the appropriate currency.

    2. Select the Show Entity Level Cheques checkbox to see the cheques paid by the top-level company as well as the selected entity.

  5. To show results for a specific cheque or range of cheques, use the From Cheque and To Cheque dropdowns.

The following table describes each item on the Filters section of this page:

Filter Box Notes

Payment Method

Include only payments made by the selected payment method

Cheques per page

Appears if you selected to print payment copies for cheques. Printing one check per page includes the employee stub and cheque stub. Selecting to print three cheques on one page and excludes supplier and cheque stubs.

This is a remembered field.

/Credit Card Account/ Bank Account

Include only payments written from the selected account.

From Supplier, To Supplier

Include data only for specific suppliers. By default these boxes are blank, which means the report includes all suppliers.

From Cheque#, to Cheque# or Card Type

Include only the cheque or range of cheques specified or charges from the type of credit card specified.

Entity

Include payments only from the selected entity

Show Entity Level Cheques

Include payments from all entities, including the top-level company

Sort payments

Use the filters in the Cheque range/sorting options to control the sort order and the number of records to display per page. By default, Intacct sorts payments by date. You can sort by one or more of the items in the Sort By boxes.

  1. In the Sort by box, select the name of the item, then select the right arrow to add it to the box on the right. Remove an item by selecting the item in the box on the right, and then selecting the left arrow to move it back to the box on its left.

    Intacct sorts cheques according to the order of the items in the Sort by box on the right.

  2. To move the sort order of an item, select it, and then select the up and down arrow icons to move the item up or down the list.
  3. To change the number of cheques displayed on a page, for Max rows, select 50, 100, or 200.
  4. When you have the filters set how you want them, select View. To return to the filters and format page, select Customize.