Requesting Checks

Once in the Check Request tab window, checks can be requested for the selected case. This topic will cover the different features for check requesting.

• Requesting a Check for a New Value Item
• Changing the Party
• Requesting Additional Checks
• Requesting from the Value Items List

Requesting a Check for a New Value Item

When requesting a check directly from a value item, many of the fields are filled in automatically with the information from the selected value item. If you have a new value item, you can request the check and when processed a new value item will be created in the associated case.

To request a check for a new Value item, complete the following fields on the Check Request (Detail View) window:

1. Pay to the order of – Enter a fragment of the last name or company name of the payee. The Find A Name window will display where you can select the desired Provider. This is a required field.
2. Check Amount – You may type or use the calculator dropdown to enter the amount of the check. Just like a check, the dollar amount of the check will be displayed in words below. Check amount is a required field and will display a validation icon and message if left blank.

The check amount cannot be greater than the amount Due of the selected Value item.

3. If Needles detects a duplicate check for the same Provider, date, case number and check amount, a Duplicate Request message will display.

• Click the Yes button to request the same check again.
• Click the No button to delete the duplicated check request.

4. Memo – Enter a memorandum of the transaction, if desired. Needles field selections made on the Interfaces > Check Export tab for QuickBooks SDK will be inserted on the memo line of the check in QuickBooks.
5. Value Code – Use the dropdown to select a ‘Debit’ Value Code as defined in the Value Codes Mini Directory. Value Codes are used to categorize transactions and can also be used in sorting and filtering reports. Value Code is a required field and will display a validation icon and message if left blank.  
6. Staff Requested – Select the staff code of who is requesting the check. The currently signed in staff will display as the requesting staff by default. Staff Requested is a required field and will display a validation icon and message if left blank.  
7. Report Requested – Select the check box if a report has been requested for this provider. This field is used to generate a report of outstanding report requests.
8. Paid By – Use the dropdown to select from whom the check is being paid, as defined in the Paid By Mini Directory. Paid By is a required field and will display a validation icon and message if left blank.
9. Paid To – Use the dropdown to select to whom the check will be paid, as defined in the Paid To Mini Directory. Paid To is a required field and will display a validation icon and message if left blank.

A new value item will be created showing the open check request when you complete the processing of the check request.

Changing the Party

When entering check requests for multiple cases, the Change Party option allows you to search for and link to additional parties/cases.

To request or view checks for a different party,

1. Click the Change Party button on the gray header band in the Check Requests tab window. The Find A Party search window will display.
2. Search for and select the desired Party/Case.
3. A new Check Request screen will display with the selected Party Name and corresponding case number. Your existing, unprocessed check requests will still be available by clicking the View List button.

Requesting Additional Checks

Additional checks may be requested for the same Party in the selected case. Click the Add button on the Accounting ribbon to display a new Check Request entry screen.

Requesting from the Value Items List

When in a case, multiple value items can be selected to create multiple check requests at one time.

1. Clicking on the Value Items button will open a window displaying all debit value items with balances greater than zero for the currently selected case.

1. Select the check box in the first column for one or multiple value items to create check requests for them. Selecting the check box in the column header row will select all items.
2. Click the OK button. The last selected item’s check request will display, allowing you to modify fields, if needed.

Each selected Value item will be listed as a separate check, accessible using the View List button. Party and Case # fields will be populated from the Find A Party window or existing Value item. The current date is displayed in the Date field and cannot be modified.

 If you change the amount (to indicate a partial payment), it will be reflected in the Value item upon processing the request. The amount requested for the check request will display in the Open Request field of the Value item in the Value tab. This amount will continue to display in the Value item until the check is exported.