Check Writing

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.