Open Forum

Check printing

  • 1.  Check printing

    Posted Mar 11, 2019 10:17 AM
    I would like to set up access to allow Accounts Payable to print the actual checks to a MICR printer without giving them full system admin rights.  Currently, only our system admin settings are allowing the printing of checks.  We are not having issues finding or printing reports to this printer.   Does anyone know how to carve out check printing permissions into it's own set up so that we can assign differently?  Is this even possible?  Thanks in advance for any guidance.

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    Heather Mueller
    Collegis Education
    Oak Brook IL
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  • 2.  RE: Check printing

    TOP CONTRIBUTOR
    Posted Mar 12, 2019 06:14 AM
    We set up our access rights using Group Names that correlate to the task to be performed in the system (e.g. maintain vendor, enter voucher, enter manual checks (AKA wires), release & post batches).   Users are assigned to an access rights group based on the tasks necessary to do their jobs.    We do not allow any user, even admins, to login using the SYSADMIN user ID & password in the normal course of business.

    There is a very useful article on Customer Source, albeit an old one, named "List of the minimum user rights that are required to release various batches in the Microsoft Dynamics SL financial modules"  showing access rights needed by transaction type including which screen and the level (update/insert) needed:

    AP Check Batch (print)

    Dialog box Dialog box name User right Notes
    03.615.00 Check Preview View  
    03.620.00 Checks View  
    03.620.20 AP Check Update Update  
    03.400.00 Release AP Batches Update  
    03.030.00 Manual Check Entry View  
    01.011.00 Account Distribution View 1
    01.520.00 Post Transactions Update 2
    PA.APT.00 AP Transaction Transfer View 3
    03.622.00 Checks View  

    Notes

    1. This user right is required only if the Automatic Batch Reports setting is enabled in the GL Setup (01.950.00) dialog box.
    2. This user right is required only if the Post Batches on Release setting is enabled in the GL Setup (01.950.00) dialog box.
    3. This user right is required only if the Automatic Financial Transaction Transfer setting is enabled in the Project Controller Setup (PA.SET.00) dialog box. If Auto-Allocations is enabled, rights to PA.PRO.00 may also be needed.
    The list above would need to be reviewed for your business process.    I am assuming the person who prints the check also "Keeps" the check (releases it).   However, you need to look at your configuration on the GL setup screen to see if your system automatically posts batches after releasing it.

    If your check processors are also entering manual checks to handle Wires, hand-written checks, etc. you may also need:

    AP Manual Check Entry

    Dialog box Dialog box name User right Notes
    03.030.00 Manual Check Entry Insert  
    03.62Q.00 Print Quick Checks View  
    03.400.00 Release AP Batches Update  
    01.011.00 Account Distribution View 1
    01.520.00 Post Transactions Update 2
    PA.APT.00 AP Transaction Transfer
    Note that the list above does not include choosing vouchers for payment.   This is what our check processor's rights look like:

    Shows Access rights for Check Printing & Processing.
    Similar rights are necessary to Void a check:

    AP Void Check Batch

    Dialog box Dialog box name User right Notes
    03.040.00 Void Check Entry Insert  
    03.400.00 Release AP Batches Update  
    01.011.00 Account Distribution View 1
    01.520.00 Post Transactions Update 2
    PA.APT.00 AP Transaction Transfer View 3

    Also, be sure to review any report such as check printing to see if it has a "Pre-process" or "Post-Process" executable in the Report Control Maintenance screen, and then be sure those rights are granted somewhere.    For example, the check "report" 03.620 has a pre-process of GRRSW00 as a post-process of 0362020.    I believe users who are not project users may have a different pre-process, but I have looked at that in many years.     In any case, we grant rights to GRRSW00 in a different set of rights, but if you're not consistently using access rights groups, this one can get overlooked so it doesn't hurt to include it in the check printing rights group as well.

    Report Control screen 98.300 showing pre- and post-process executables.
    Hope this helps.

    Best regards,

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    Gail Jones-Nemeth
    Financial Systems Analyst
    Creative Associates Int'l
    Washington DC
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  • 3.  RE: Check printing

    Posted Mar 12, 2019 10:30 AM
    Gail,
    Thank you so much for the detailed information provided.  I will take this information to our system administration team and see if we can change our access right hierarchy.

    I will reach back out if we are still confused.

    Heather Mueller
    Collegis Education

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    Heather Mueller
    Collegis Education
    Oak Brook IL
    ------------------------------