Methods for Generating Payments
Once the Check Status is set to “Authorized for Payment” on the Service Expenditure page, payments can be generated using one of two methods:
- Create an export file for the Finance department to import into finance software and print checks.
- Generate and print checks directly in empowOR.
Reporting Expenditures Ready for Payment
- Navigate to: Vendor Checks → Authorize Service Expenditure.
- Select Program Name (required) and any additional filters.
- Set Check Status to “Authorized for Payment” and click SEARCH.
- Review the report to ensure accuracy before proceeding.
Check Status options include:
- Authorized for Payment: Expenditures approved for check processing.
- Manually Paid: Payments made outside of empowOR but recorded in the system.
- Paid: Payments processed through empowOR.
- Pending: Payments entered but not yet approved.
- Sent to Finance: Payments exported to a CSV file for Finance processing.
- Voided: Payments that have been voided in the system.
Approving Expenditures for Payment
- Go to: Vendor Checks → Generate Checks.
- Search for expenditures using Program Name (required) and optional filters (Vendor, Service Expenditure Type, etc.).
- Click SEARCH and compare results with the previously generated report.
- Select expenditures by checking the box next to each item.
Generating a CSV File for Finance Software
- Identify required fields with the Finance department (Invoice #/Expenditure ID and Amount are required by default).
- Select additional fields if needed (Vendor Name, Address, EIN, Check Status, etc.).
- Click EXPORT TO CSV and save the file.
- The Check Status updates to “Sent to Finance” automatically.
- Finance department imports the file, prints checks, and provides a new CSV file with Expenditure ID, Check Number, Check Date, and Check Status for import into empowOR.
Importing Finance Check Data
- Go to: DATA IMPORT/EXPORT → IMPORTS.
- Choose “Expenditures” from the File Type drop-down.
- Select and upload the Finance department’s CSV file.
- Status updates to “Auto-Import Complete” after overnight processing.
- The Service Expenditure page updates the Check Status to Paid, including the check number and date.
Printing Checks Directly from empowOR
- After selecting expenditures for approval, click GENERATE CHECKS instead of Export to CSV.
- Enter the correct starting check number (empowOR remembers the last check issued).
- Enable pop-ups, then click PRINT CHECKS to generate a check printout.
- Use a dedicated check printer to avoid printing errors.
- empowOR automatically updates expenditure records with the check data.
Generating a Checks Paid Register
- Go to: Vendor Checks → Authorize Service Expenditure.
- Search with Check Status set to “PAID.”
- Export results to Excel and format as needed.
Print Batch Option (For Delayed Check Printing)
- Copy the Batch ID from the check approval process.
- Go to: Vendor Checks → Print Batch.
- Enter the Batch ID and click SEARCH.
- Choose one of the following:
- Generate Checks with New Check Numbers: Issues new numbers for all checks in the batch.
- Generate Checks with Existing Check Numbers: Prints checks using the original assigned numbers.
- Audit Log: View check printing history.
- Click GENERATE CHECKS WITH EXISTING CHECK NUMBERS to print or export the check batch.