In this video we will walk through how to submit a check request.
Overview
Check requests allow front office staff to submit requests for reimbursement of firm expenses or for payment to a vendor even when they don't have security access to the accounts payable module. This allows front office staff to initiative payment requests while authorized accounting staff handle the payment process.
Ways to Submit a Check Request
Quick add method
Requests tab
Quick Add Method
Check Requests can be created from anywhere in the system by following these steps:
Click the + icon next to your name in the navigation bar.
Select Check Requests from the dropdown menu.
Enter the check request information.
Click the Save button.
Requests Tab
Navigate to the Time & Expenses page from the left-hand menu.
Select the Requests tab.
Click the Add Check Request button.
Enter the check request information.
Click the Save button.
Key Features of the Requests Tab
View Submitted Requests: A list displays all check requests with columns such as Description, Amount, Vendor, Status, Reviewers, and Creator.
Manage Requests: Users can add attachments, review details, edit, or delete requests using icons adjacent to each entry.
Icon | Function | Description |
📁 | Add Attachment | Attach supporting documents like invoices. |
👁️ | View Request | Open the request for detailed review. |
⋯ | Edit/Delete Options | Modify or remove the request as needed. |
This interface provides a comprehensive overview and control over all check requests, ensuring users can efficiently track and manage their submissions.
Check Request Details to Add
Enter Basic Details
Amount- Specify the total payment or reimbursement amount.
Description- Provide a clear explanation of the expense or purpose.
Select a Template
Choose from firm created templates such as Vendor Check Request or Reimbursement Check Request.
Vendor Information
Select the vendor from the list or add a new vendor if necessary.
For reimbursements, the employee must be set up as a vendor.
Invoice Details
Enter the Invoice Date and Due Date.
Optionally, enter the Vendor Invoice Number.
Attach Supporting Documents
Upload invoices or receipts to support the request.
Note: Users cannot submit a check request using a template for which they are designated as a reviewer, ensuring separation of duties.
In this video we will walk through the check request workflow from the back office perspective.
Requests Tab Overview
The Requests tab allows users to:
View Submitted Requests
Manage Requests
Search requests
Filter requests
Import requests from CSV
Export requests
Check Request Templates
Check Request Templates are important tools that standardize and streamline the submission and approval process for check requests.
Key Components of a Check Request Template:
Template Name- A clear, descriptive name to identify the template (e.g., Vendor Check Request, Reimbursement).
Account- Specifies which bank account will be used for payments associated with this template.
Location- Defines the check location or office associated with the request.
Reviewers- One or more designated users responsible for reviewing and approving requests.
Review Existing Check Request Templates
Navigate to the Checks page from the left-hand menu.
Select the Templates tab.
Review the list of check requests.
Optional: Edit check requests with the pencil icon on the right.
Optional: Delete check requests with the trash can icon on the right.
Create Check Request Templates
Navigate to the Checks page from the left-hand menu.
Select the Templates tab.
Click the Add Check Request Template button.
Enter the details.
Select reviewers.
Best Practice: Assign multiple reviewers to critical templates to ensure thorough oversight. Each reviewer must approve the request before it advances, enhancing internal controls.
Important Consideration: Users cannot submit a check request using a template for which they are assigned as a reviewer, maintaining segregation of duties.
Click Save.
Review and Approve/Reject Check Requests
The review and approval process is a crucial control point in the Check Request workflow, ensuring all requests are valid, accurate, and comply with organizational policies before payment. To review a request:
Navigate to the Checks page from the left-hand menu.
Select the Requests tab.
Select the eye icon on the right side of the request you wish to review.
Click the Review button.
Select Approved or Rejected from the Status dropdown menu.
Click Save.
Approval Workflow
If multiple reviewers are assigned, all must approve the request before it moves forward.
The system tracks the status of each reviewer’s decision, ensuring transparency.
Once approved, the request status updates and becomes eligible for vendor invoice creation.
Best Practice: When rejecting a request, always provide detailed notes to help the submitter understand the reason and make necessary corrections promptly.
Process Approved Requests
After approval, the next step is to convert the check request into a vendor invoice (payable) to initiate payment processing. This ensures all approved expenses are properly recorded and tracked within the accounting system. To process an approved check request:
Navigate to the Checks page from the left-hand menu.
Select the Requests tab.
Select the + icon on the right side of the request you wish to convert.
Enter the form details.
Key information from the check request such as Vendor, Invoice Date, Vendor Invoice Number, Term Days, Due Date, and Description auto-populates the invoice fields.
Click Save.
Finalize the Payment in Accounts Payable
The final stage in the check request workflow is payment processing through the Accounts Payable (AP) module. This involves managing vendor invoices and issuing payments according to organizational policies.
Key Activities in Accounts Payable:
Access Vendor Invoices: Navigate to the AP module to view all vendor invoices, including those created from check requests.
Review and Edit: Vendor invoices can be reviewed, edited, or deleted if necessary. Attachments can also be added or updated.
Create Vendor Payment:
Select the ellipsis icon next to the invoice and choose Create Vendor Payment.
Enter payment details such as payment date and bank account.
Confirm payment amount and any partial payments if applicable.Follow Standard AP Workflow: Payments are processed following established procedures, which may include bulk payments, check printing, and posting payments to the general ledger.
