BillQuick Online gives you the flexibility of memorizing checks with user-defined frequency and schedule. It is useful for those who write checks to pay recurring bills with the same amount and vendor or employee, say rent, utilities, auto lease payments, etc. BillQuick Online can automate this process for you using the Memorize Check feature. You can just write a check the first time and then have the system memorize it for the future. You cannot memorize void checks.
The Memorize Check screen allows you to memorize the selected check, and set the frequency for automatic generation and processing. After specifying a recurring frequency and other settings for the checks, you can set the workflow to notify the right person to process the new check via the Memorized Checks Due screen. Better still, you can set it for automatic processing. When you set a schedule for a check and the schedule is due, the memorized check is processed as a new check. BillQuick Online then notifies the specified person about them. You also control how long the schedule is applicable-forever, specific number of times or specific start-end dates. BillQuick Online keeps the reminder active until you process the final check or choose not to be reminded again.
When you memorize a check, it creates an entry in the Memorized Checks screen. The grid lists all the individual memorized checks. This screen allows you to review and update check schedule, or even suspend it for some time, if needed. You can access the Memorize Check screen from the Write Checks screen.
The following are descriptions of fields on this screen:
Check Number: (Read Only)
The number to be assigned to the memorized check. This number is automatically brought forward from the main screen.
Amount: (Read Only)
The amount for which the check is being memorized. This amount is automatically brought forward from the main screen.
Name:
Name of the memorized check. Enter a name that will help you easily identify the check and its schedule.
Description:
You can define the memorized check here. The field size cannot exceed 100 characters.
Inactive:
Checked, the memorized check has an inactive status. Inactive memorized checks are not available for processing and can be used to suspend a scheduled check temporarily.
Schedule Settings
Frequency:
You can set the frequency for the memorized check schedule, that is, how often to process the check. The drop-down options include Daily, Weekly, Monthly, etc.
Start Date:
You can select the start date for generating memorized checks. By default, today's date is selected but you can change it using the drop-down calendar.
After setting the frequency and start date, you must specify the limit or end date for the memorized schedule. The options include:
Never Expires:
Memorized checks will be generated indefinitely. The processing cycle will never stop.
Repeat. . .times:
Memorized checks will be generated for a specific number of times at the specified frequency. The processing cycle will continue for the number of times entered here.
End Date:
Memorized checks will be generated till this date. The processing cycle will continue up to this end date.
Notify Settings
Check will be processed by:
ID of the employee or manager who will be responsible for the processing of the memorized checks. BillQuick Online generates checks according to the specified schedule but has to be processed by the person selected here. When this person logs in, BillQuick Online displays the Memorized Checks Due screen.
Automatically process and inform:
ID of the employee or manager who will be notified about the processed checks. BillQuick Online processes the checks automatically according to the specified schedule and then notifies the person selected here. When that person logs in, BillQuick Online displays a message that the check has been processed.
Memo:
Allows you to add a memo to the memorized check.
Memorize Check Button Panel
Help:
Opens the BillQuick Online Help in the Memorize Check section.
Save:
Saves the memorized check and its schedule.
Return:
Allows you to return to the main screen.