Generate Checks for Student Transactions

This topic provides information on generating checks for student transactions of type stipend, refund, and subsidiary refund that are displayed in the Pending checks page.

Steps to Generate a Check

1. Navigate to the Pending checks page (under Student accounting > Student > Pending checks).

   Note: During bulk check printing, you must select checks from a single bank only. If you select checks from multiple banks, the system:

   • Disables the "Generate Payment" option.

   • Displays a warning message "Select checks from a single bank; avoid using checks from multiple banks."

2. Select transaction(s) for which the check must be generated.

3. Click the Generate payments option.

4. In the Generate payments page, specify the Check date and click OK.

5. In the Payment by Check form.

• Click Document and specify the Print destination settings

  • Based on the Print archive flag selection:

    • If set to Yes:

      • The system uses standard D365 functionality to archive the printed document. Refer How to use the print archive option to organize reports for more details.

    • If set to No:

      • The system continues using the existing custom logic for archiving and routing to DRA.

  • Click OK.

The check is generated and a check number is associated with the transaction.

After generating a check, it must be posted. For more information, see Post Student Transactions

Payee Address Resolution for Checks

The system now retrieves the correct payee addresses for transactions such as refunds, stipends, and subsidiary refunds, even when check numbers are Check numbers are same for different transaction types like payment, Disbursement, Subsidiary payment and miscellaneous receipts.

• During check generation, the transaction type ensures the correct payee address is fetched.

• If a payee address is missing, an error message is displayed.

• The system continues processing subsequent checks without interruption, even after displaying the warning.

• Review the warning message and update any missing payee address details before reissuing the check.

Benefits:

• Prevents errors caused by overlapping check numbers across different transactions.

• Guarantees accurate retrieval of payee addresses for Refund, Stipend and Subsidiary refunds.

• Ensures uninterrupted check generation even if some transactions are missing payee details.

Recommendations:

• Always verify payee address details before generating checks.

• Review any warning messages for missing payee details and make the necessary corrections.

Error Handling During Payment Generation

The payment generation process has been improved to better handle errors. The system now displays a warning message and continues processing the remaining records.

Common error types:

• Missing customer or payee information

• Missing payee address during check printing

System warning messages:

• Missing payee address:

  • "Please review check ** — it appears to be missing some address details."

Best practices:

• Review and act on displayed warning messages.

• Manually void any checks that fail during printing.

• Validate customer and payee information before initiating payment generation.

• Ensure the Payment Status is set to Sent for all check payment types.

• Regularly monitor error logs to address recurring issues and maintain smooth operations.

Recommendation:

• Generate payments in smaller batches (fewer than 40 transactions) to prevent form or processing conflicts.

• Before using this functionality, ensure that all old transactions have been processed.

• Review system warning messages after check generation to confirm that all payee details are complete.