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Documentation Index

Fetch the complete documentation index at: https://docs.arcuserp.com/llms.txt

Use this file to discover all available pages before exploring further.

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What Write a Check Does

Write a Check creates the AP record, payment record, and printable check in one guided flow. It is designed for non-PO expenses such as rent, utilities, reimbursements, services, and other vendor payments that should be expensed immediately.

  • Use it for one-time vendor checks without an existing bill.
  • Use Pay Bills when you need to pay open vendor bills already in AP.
  • Use AP Bills when you need to record and review a bill before payment.
  • Use Check Register to print later, reprint, void, or clear checks.
Write a Check page with New Check button, one-off checks, full audit trail, print instantly cards, and guidance comparing Write a Check, Pay Bills, AP Bills, and Check Register

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Before You Start

  • Confirm the payee exists as an active vendor account.
  • Confirm the check date is in an open accounting period.
  • Choose the correct expense or allowed AP line GL account for each line.
  • Confirm check numbering, check layout, and print settings are configured.
  • Select a bank account when your team wants the check tied to a specific bank setup.
  • Confirm whether your AP approval threshold requires manager review before the check can be issued.
Do not use this for PO-matched expenses If the payment belongs to received purchase order inventory or a vendor invoice that needs matching, record the vendor bill through the AP or PO-linked billing workflow first.

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Create a Quick Check

  1. Go to Accounting.
  2. Open Write a Check under Payables.
  3. Click New Check.
  4. Select the vendor in Pay To.
  5. Confirm the check date.
  6. Select a bank account if needed.
  7. Add a memo when it should appear on the check or help AP review.
  8. Add one or more expense lines with GL account, description, and amount.
  9. Click Review.
Quick Check modal with selected vendor, check date, optional bank account, memo, expense line, GL account, amount, total, Cancel, and Review
Keep descriptions useful Line descriptions and memos make later check register and AP review much easier. Use wording your accounting team will recognize on a statement or audit trail.

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Review Before Creating

The review step is the last checkpoint before Arcus creates accounting activity. Confirm the vendor, total, date, bank account, memo, and expense lines.

  1. Click Back if anything needs correction.
  2. Click Create & Print Later when the check should be created but printed later.
  3. Click Create & Print Now when the printable check should open immediately.
Quick Check review step showing payee, total, date, bank, memo, expense line, Back, Create and Print Later, and Create and Print Now
The review buttons create accounting records Do not click Create & Print Later or Create & Print Now as a preview. Use Back if you only need to review or change the details.

After the check is created, the success card gives you three choices: print the check, open the Check Register, or write another check.

  • Print Check: opens the printable check.
  • Open Check Register: takes you to the register for later review, print, void, or clear actions.
  • Write Another: starts another quick check.
Write a Check success card showing a created check number, vendor, total, Print Check, Open Check Register, and Write Another

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Approval Thresholds

If the check amount exceeds your AP approval threshold, Arcus can route the related bill for approval instead of issuing the check immediately. In that case, review the pending AP bill and wait for approval before the payment is issued.

Approvals protect higher-risk checks Approval behavior depends on your entity settings and the user’s permissions. If a check is deferred, an approver should review the AP bill before the check is issued.

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What Arcus Updates

  • Creates the vendor AP record for the check expense.
  • Records the outgoing payment when the check is issued.
  • Adds the printable check to Check Register.
  • Updates AP and check history for later review.
  • Keeps void, clear, and reprint work in Check Register.

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Common Blocks

  • Review is disabled: select a vendor, check date, valid GL account, and positive line amount.
  • Vendor is not found: confirm the payee account is active and marked as a vendor.
  • GL account is not available: choose an allowed AP expense-line account.
  • Check date is blocked: the date may be outside an open accounting period.
  • Print did not open: allow popups for Arcus, then print from the Check Register.
  • Check was not issued immediately: the amount may require AP approval first.
  • Correction is needed after creation: use Check Register actions such as void, then recreate the check if needed.

Pay Bills and Print Checks

Pay open vendor bills by check, ACH, ACH file, wire, or cash.

Check Register and AP Checks

Print, batch print, clear, void, and audit vendor checks.

1099 Vendors

Review flagged vendors, W-9 status, tax-year totals, downloads, and locks.

AP and Bill Pay

Record vendor bills, approve them, post them, and track AP aging.

Recurring Bills

Create scheduled vendor bill templates, pause runs, allocate GL splits, and review history.

Chart of Accounts

Understand account structure, account types, and posting behavior.