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AP Check Register List

Posted August 18, 2026

An AP Check Register List is the Record List of the checks your school writes. It is available at Finance > AP > Check Register. You need the FinanceAP Full or FinanceAP Read role.

The list shows the vendor payments and miscellaneous payments whose Method includes the word Check. By default it shows the checks whose Check Date falls inside an open fiscal year, on or after that year's open period date, including voided checks. The include all checkbox adds the rest, which are the checks dated in a closed fiscal year, before the open period date, or outside any fiscal year. Note: A credit memo also appears when its Credit Memo Type includes the word Check.

Two checks that are not voided cannot share a check number on the same checking account, whichever ledger they are written in. So the list covers the ledger selected at the top of the Finance module and also the checks recorded in other ledgers. A check brought into the selected ledger at Finance > Ledger > Migrate Ledgers is still the same check, with general ledger accounts in the selected ledger, so it appears once, as the selected ledger's copy. Rows from another ledger cannot be selected, and their Id and Details links do not open.

Column explanations:

Id is the system identifier assigned to the payment. Clicking it opens the payment.

Check # is the check number, entered as the Number on the payment.

Check Date is the payment's date. It is the date the check reaches the general ledger, and it also determines which fiscal year the check falls in.

Name On Payment is the name the check is made out to.

Posted is checked once the check has been posted to the general ledger.

Voided is checked when the check has been voided.

Finalized is checked once the check's allocations to invoices have been finalized so that they cannot be changed. A miscellaneous payment is finalized when it is posted.

Printed is checked once the check has been printed and the print run has been marked printed.

Note is the Vendor Memo entered on the payment. It appears only on the mail merge documents and email templates your school builds to include it.

Below the list, Total Amount adds up the Amount column. It covers every check the search returns, including checks from other ledgers, not only the checks on the page you are looking at. If any voided checks are in the search results, their amount is included towards the Total Amount.

Search fields worth knowing:

Cleared Date searches the date the check cleared the bank, as recorded at Finance > Banking > Reconciliation. Cleared User searches who recorded it.

Entered Date searches the date the check was recorded, which can differ from the Check Date.

Fiscal Year and Fiscal Year Int find the checks whose Check Date falls in a fiscal year, by its name and by its number.

Is Cleared searches with Yes or No for whether the check has a Cleared Date.

Is Posted and Is Voided search with Yes or No.

Is Reconciled searches with Yes or No for whether the check has been marked reconciled at Finance > Banking > Reconciliation. Reconciled User searches who marked it.

Payment Id searches the Id column.

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AP Check Register List

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