The deposit check request processing function uses the "Vendor Deposit Requirements" information entered on the Orders screen to generate check requests for:

• all orders with a non-zero deposit requirment...
• ...and for which no deposit request has been issued yet.

In addition to this basic filter, you can control which orders are processed with the usual scoping tools, which default to the current order (if eligible).

After entering the deposits required by a vendor for an order (Entering Vendor Deposit Invoices), you can issue a check request to have the deposit amount paid. This function is used for projects in which you are providing full purchasing management services to either an outside client or internally (in which case, the check request becomes an approval memo to your accounts payable).

The system will organize all orders in the scope to create a single check request for each combination of project and payee. This means that the request and resulting check may include multiple orders, reducing the effort of updating this data. Later, you can use the Enter Deposits to Vendors function to apply a check to all orders on the original request. Note, however, that for single payments to single orders (the most common situation), you can record deposits paid directly on the Orders screen.

Note: For orders in which you have recorded multiple deposit invoices with the Multiple button on the Orders screen, you can only record payments directly on that screen. The Enter Deposits to Vendors function only records total payments against the

Depending on the scope selected, this command will generate as many separate check requests to pay each vendor for activity in each project that is included.

Before using this function, be sure to review the general description of the Processing Tools screen, which covers the most common fields and options that you may see. To issue one or more deposit check requests, follow this procedure:

1. On the Orders List screen, move to the first order that you want to process or if appropriate, create a query to display only orders meeting specific conditions (queries are not commonly needed since the standard processing scope options usually provide enough control over what will be printed).
2. Click on the Processing button to display the Processing Setup screen and then select Issue Deposit Requests.
3. Select an appropriate scope of orders to process. If you were on the first eligible order, "this order only" will be the default scope. However, if you were on an order for which a request has been issued or for which no deposit requirement has been entered, that scope will be disabled since these cannot be processed. Normally this function will also ignore orders that have not been issued, however you can override that with the "Include unissued orders" option.
4. Enter any "Comment" text needed for the orders that will be processed. Comments are short notes that are specific to the documents about to be printed, not general boilerplate. Comment text will be saved until you close the Orders List screen or change it manually.
5. If you have a custom check request format, it will be selected automatically, but you can temporarily select the "standard" format if desired (this stays in effect during this FF&EZ session).
6. If you have entered permanent boilerplate text for the deposit request's "Notes" section, you need do nothing. If you need to add or edit the text, you can do so with the Edit "Note" Boilerplate button. Keep in mind that boilerplate text is saved and will apply to all future deposit requests, so use the "Comment" field instead for specific, temporary instructions to the payer.
7. If you need to, select an appropriate printer with Print Setup. This isn't needed if you plan to use the [>PDF] button.

Note that you cannot change the orientation or margins for any report formats, because they are integrated with what are often very tight layouts. If you have a "PDF" type of printer and select it, keep in mind that each request is a separate report, so you will be prompted for a PDF file name for each order.

8. (Optional) Select Preview/Draft preview the requests and print draft versions individually. Please note that the format will have the word "DRAFT" embedded in it when you use this option.
9. Select Print Final to send the request documents to the selected printer or click [>PDF] to create a PDF file directly. If you use the PDF option, the system will pause for you to input a PDF file name, but will be pre-filled with a standardized name. It will do this for each check request being generated by the chosen scope.

Alternate: You can create check requests without printing them by using the Record (Only) button instead. This is an option if you want to use the "Requests List" reports on the Check Request screen to document all vendor invoices that were processed within a window of time, but don't need the physical (or PDF) document itself. If you create check requests with this option, you can print them later from the Check Requests screen.

10. If you used Print Final or [>PDF], the system will prompt you to confirm that the documents printed correctly. If they did and you want to finalize the processing of the affected orders, answer "Yes" and the system will mark those orders with request # on which the deposits were requested. If you don't, you will return to the Orders List and no data will have been changed.

You can review all check requests on the Requests List screen, as well as reprint selected requests there.

We recommend that you have a procedure that allows you to quickly verify when a deposit check has been sent to a vendor, since further processing of balance requests depends on confirming and entering the deposit amount paid in FF&EZ.

Printing Revised Deposit Requests

If the required deposit for an order changes after you have issued a deposit request, you can also reprint the original request as a "revised" request using the "Additional Deposit Request" report. Before doing this, be sure to enter any deposits received, using the Processing menu's Enter Customer Deposits option or by entering them directly on the order (covered at the bottom of that page).