What This Process Does

  • Archives Payroll Checks for the selected Pay ID(s). There are three Archive Payroll Checks options (8.5x11, MBGUI Style, Trifold); choose the same option you used in the Print Payroll Checks process, in order to capture the same images that were printed.
  • If a message was entered when printing checks, enter the same message on the Archive process. 
  • Once Checks are Archived, they will be available in the Job Pay Master to View/Print. 
  • The Archive will appear as if the Check was printed on blank paper (not on Check Stock).

Archive Payroll Checks

1. HR → Payroll → Finish Tab → Archive Pay Checks

2. Choose the appropriate style to Archive: 8.5x11, MBGUI Style, or, Trifold

3. Populate the desired fields (as described below) on the Select/Range Tab:

  • Choose the CORRECT Pay ID in the Pay ID dropdown
  • Choose the CORRECT Bank in the Bank dropdown
  • Under normal circumstances, run this process without ranging, in order to Archive Checks for ALL Employees in the chosen Pay ID (however, Range Criteria is available for scenarios when it is only necessary to Archive Checks for an Individual Employee)

4. Click Select to run the process

5. On the Message Lines Tab, Enter a Message; IF one was entered when printing Checks, or IF one is needed on the Checks that will be emailed

6. Click Select to run the process

7. Click OK in the Acknowledgment Window (if applicable)

View Archived Payroll Checks

There are several ways to View/Print an Archived Check (as of the update released in October 2021). The first method is the easiest, but it will only be available for newly Archived Payrolls.

  • To View/Print an Archived Check, access the View Check Archive button in the Pay Master/Pay ID (the Monitor Icon to the right of Check Date).
            1. Pay Master/Pay ID → Personnel Pay → Select Employee
            2. Pay Master/Pay ID → Job Pay → Jobs → Select Employee
            3. Query → Job Masters → Select Employee → Job Pay → Pay Master → Select the Pay ID
            4. Personnel Demographics → Select Employee → Payroll → Personnel Pay → Select the Pay ID 
                → Job Pay → Jobs → Select Any Job from the Pay ID (Same Archive on Each Job) 

Troubleshooting

  • IF accessing the View Check Archive button, and an Archive does NOT display, it means the Archive Checks process was NOT run. IF Update Payroll History was already run for the Pay ID, Undo Update Payroll History (otherwise no YTD amounts will appear); Re-Run Archive Checks, and then Re-Run Update Payroll History (ESS Customers must also Re-Run the Upload of Checks to ESS).
    NOTE: IF the Pay ID without an Archive is NOT the last payroll completed, we suggest that an individual Payroll Register be Viewed/Printed instead of attempting to Re-Archive the Checks    .