How to Edit the Payee Name on Checks

• The name/address fields of Accounts Payable disbursements can be opened up for editing.

• The name/address fields of Commodity Accounting settlements can be opened up for editing.

• These edits will print on the check.

• The only audit trail for these edits is in how they are saved to the bank account file. The edited names will display in the description field of each transaction. They will also show on the Bank Register report.

• The ability to edit name/address on checks is controlled via security.

Security Setup

1. AGRIS > Customize > System Security > Select Users (more than one user at a time can be selected)

2. Select Edit Security Levels from menu.

3. Select ACP > General Options > Change Name on Checks

   1. Note that this opens up address & name description changes. Only name description changes are tracked.

4. Level 0 - 1 = No. Level 2 - 6 = Yes

5. Select GRN > General Options > Change Name on Checks

   1. Note that this opens up address & name description changes. Only name description changes are tracked

6. Level 0 - 1 = No. Level 2 - 6 = Yes

7. Select the back button to exit security levels.

8. Select Save/Exit option to save changes

A/P Disbursement - Edit Name Description Process

1. AGRIS > ACP > Disbursements > Disbursement Processing > 1. Enter Disbursement & Print Check

2. Answer YES to print check form.

   1. Note: this is your paper audit trail that the name description was changed.

3. Select Remittance preferences.

4. Select name id & location & date.

5. If a user has level 2 - 6 security rights, then name description & address fields are displayed. Edits can occur & the AGRIS audit trail posts the edits to the bank register.

   Open

   

6. If user has Levels 0 - 1 security rights, then the next screen allows selection of vouchers. The name description & address fields do not display for editing.

GRN Settlement - Edit Name Description Process

1. AGRIS > GRN > Settlements > Produce a Settlement

2. Select appropriate options such as commodity codes & name id.

3. Select Settlement Type.

4. Use Parameters to select contracts to be paid.

5. Select contracts from parameter limited listing.

6. Select Discounts to be applied or accept defaults.

7. Print/Update Settlement.

8. Select Settlement Option of Check.

9. Choose Bank Account

10. Choose check number

11. Select Settlement Sheet Parameters

12. Select Check form if not defaulted

13. Edit name description & address if security levels are set to Level 2 - 6.Lienholders can also be added at this point.

    Open

    

14. If user has Levels 0 - 1 security rights, then the next screen is allows selection of vouchers.The name description & address fields do not display for editing.

Warning: Due to limited audit trail, we strongly recommend that on-the-fly name/address edits like those shown above be limited to key personnel & are audited on a regular basis.

Document Written By Alisa Mueller 01/14

Audited by S. Pykare 08/23